How to Report an Event to a Newspaper
Public relations professionals provide information to news media through a tool called a press release. A press release gives the basic information about a news event in the same format as a standard news article. You can write a release beforehand, to encourage the media to attend your event, or afterward, to announce what took place. The key to getting media coverage is to get your press release into the hands of the right people.
Do tyhis through a press release
what it is
in the format of a news article.
Other People Are Reading
Instructions
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List the title of the release and the organization's contact information -- name, address, phone and fax numbers, email address and website -- at the top of the page. Include the names, titles and phone numbers of one or two people qualified to answer media questions about the event. Add the current date and the date on which you want the story to be released. For example, if you want the media to release the story today, write "For Immediate Release." Use the specific date if you want a later release, such as "For Release on Friday, April 1, 2011." You can use your business or organization letterhead.
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Add the body of the release, in double-spaced form. List the primary information -- who, what, when, where, why and how -- in the first paragraph. Add details, such as quotes from participants, how the event affects the community, and other interesting facts in subsequent paragraphs. Your entire release should be no more than two pages. Write "- end -" at the end of the release so that reporters will know that they have the entire item.
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Compile a list of media outlets to receive your press release. Depending on your event, you may want to include local television and radio stations, large daily newspapers, small community papers, national news networks, magazines and online sources such as blogs and trade or community organization newsletters. You can find the information online or by phoning each media outlet.
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Distribute your press release to your media list. You can send it by mail, email, fax or text if you have the correct contact information. Send an invitation release at least three days before an event. Send an announcement release no more than three days after the event.
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Tips & Warnings
Write your release in the third person, just as you want the news article to appear. For example, write "The Smith Company opened a new location today," not "We opened a new location today."
Whenever possible, address your release to a particular person. It will be more likely to get attention than if you address it to "Editor" or "Manager."
If possible, make follow-up phone calls to reporters to verify that they received your release and to issue a personal invitation to the event.
News editors will decide whether to publish your release as written, or they may choose to use it as background information to develop their own story on the subject.
References
Resources
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