How to Request Newspaper Coverage for an Arts Event

Getting the publicity you need for an art event can get tricky, especially if you're on a tight budget. But by following a few easy tricks of the trade, you can effectively request coverage for your event.

Instructions

Difficulty: Easy

Things You’ll Need:

• Computer with email access
• Phone

How to Request Newspaper Coverage for an Arts Event

1. Write a press release. When you write this release think about the most noteworthy aspects of the event, such as an artist speaking or that the money raised or donated will be given to charity. Include anything that will set your event apart from others happening the same night. Be sure to include all the pertinent information such as the time, date and location of the event. Also make sure to list your name along with a phone number where you can be reached during the day and evening. Your press release should be no more than a page in length.
2. Call the newspaper and ask for the name and email address of the arts editor.
3. Email your release. Attach the release and cut and paste the text into the body of the email.
4. Decide what type of coverage you would like. Depending on the event you may want to ask for an advance story that will be published a day or two before your event, with the idea of helping your attendance. A follow-up story will tell what happened at the event and give information about who was honored or how much money was raised.
5. Wait two days after sending the release, and if you haven't heard from the editor or a reporter call the newspaper and ask to speak with the arts editor. Don't call early in the morning, because most reporters don't start work until around 10 a.m. If they are unavailable leave a detailed message and your phone numbers. Say your name and phone number slowly and repeat them twice. When you speak with the editor, be clear about what you are asking for. For example, you might say, "My name is Jane Doe. I sent you a release about this event. I'm hoping you can write an advance article about it" or "I'm hoping you would cover the event." Don't ask if they got the release; even small newspapers get 25 or 30 releases a day.
6. Ask if your event could be listed in the paper for free. Most newspapers have community calendars or arts and entertainment calendars that don't charge for listings. Don't ask for the item to be run on a specific day or for a specific amount of time. If you're that demanding they will expect you to buy an advertisement.

Tips & Warnings

• Be willing to meet the reporter at his/her office to talk about the event. Also be willing to do a phone or email interview. If you're willing to work with them they will be more apt to help you.
• Understand that breaking news always bumps feature pieces, so contact the paper at least two weeks before the event to request coverage.
• Don't ask them when or where the article will run, because that's not their decision to make. It all depends on space availability and ad layout.
• Don't demand coverage. Ask politely and say thank you, even if they can't help.
• If they are unable to cover the event or write the article, ask them if they will publish something you will write.

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