How to Write a Media Advisory

A well-written media advisory may be a passport to press coverage.

A media advisory lets the media know about an event you're hosting and explains why they should cover it. Consider your media advisory as a compelling invitation to your event. It provides the important details of where and when the event is and entices the reporter to come check it out. It should be a short document, as it's meant to entice. Don't tell them so much about the event that they no longer think it necessary to cover it.

Things You'll Need

• Computer
• Printer
• Fax machine (optional)

Instructions

1. Print the advisory on company or organization letterhead. This gives greater credibility to your advisory and immediately identifies who is hosting the event. While you're typing, leave room at the top of your document for the letterhead.

2. Type the words "MEDIA ADVISORY" at the top of the page in all caps. Follow this with contact information for the person the media can speak with for more information. Include the person's name, title, phone number and email address.

3. Create a catchy headline that grabs the reporter's attention and accurately conveys the event's main idea. Use strong verbs and avoid unnecessary adjectives or filler words.

4. Cover all the important details of the event. Answer the main questions, such as: what the event is; where it's being held; who's sponsoring it and who will attend; what will happen; what the main events are; and, most importantly, why the media should be there to cover it. Explain whether there will be photo opportunities. Describe any subjects who will be available for one-on-one interviews.

Tips & Warnings

• Keep in mind that you're writing the media advisory for the reporter, not for the community. Explain why the media should be interested in the event, not why a community member should attend.

• List any restrictions -- for example, a time limitation -- and make sure all your information is accurate. Media people will remember whether you've been candid when you invite them to another event.

References

• Public Relations Matters; Creating a Media Advisory; Barbara Nixon; March 3, 2011
• Advocates for Youth: Writing a Press Advisory
• The Leadership Conference: Writing a Media Advisory