8.4 Media Coverage For an NGB Event

12 May 2009


Getting Media Coverage for an NGB Event

The media should be invited to all public NGB events. Keeping the media informed of your activities will help raise public awareness of the event and of the NGB in general. In advance:

  • Appoint a publicity coordinator for the event
  • Compile a list of local journalists you would like to cover the event
  • Send them individual notices with the details of the event
  • Notify news desks and photo desks of local newspapers
  • Follow up with a phone call to confirm attendance and receipt of invitation
  • Ring relevant radio shows to inform them of the upcoming event
  • Book photographer for photo call


On the day:

  • Issue a press release to the local radio station and newspapers in an effort to get media coverage to promote the event
  • Telephone the news editors to ensure they have received the release and offer extra information or an interview with a guest speaker
  • Reserve seating for members of the media who have agreed to attend
  • Organise a photo opportunity
  • Double check to make sure everything is working - projectors, videos, etc
  • Have a guest book at the front door
  • Ensure all journalists who attend receive a press pack
  • Arrange NGB poster and leaflets for the venue
  • Talk to the media who attend and get to know them

 

 

Press Pack

A press pack is an aid for a journalist and should give all the relevant information needed to write a report on the event. A press pack should include:

  • A press release
  • Copies of any speeches given
  • Background information on the NGB
  • Any relevant photographs with captions
  • Present the pack in a simple folder so that all the information is contained in one place

 

 

Photo Opportunities

Newspapers like photographs and may use one even if they don't carry a news report. The more unusual a photograph the better the chance of it being carried. Formal posed shots tend to be boring, relaxed shots showing genuine interaction of people or action shots are better:

  • If you can afford one, book a professional photographer or perhaps use a photographer who is willing to provide this service at cost price
  • Invite the photographers from the local newspaper; if they attend they will submit the photographs to their publications automatically. You can submit their shots to other papers and magazines, which don't attend the event
  • Identify a specific time for photos - at the beginning or end of the event - and request that guests pose for photographs
  • If you organise the photographs yourself, send them to the local papers with a press release and caption attached to each photo as soon as possible in order to meet deadlines
  • Each photograph caption should state who is in the picture, what NGB event they were attending, and the date and venue of the event
  • Ensure that there is a clear reference to the NGB in each caption
  • Write or type the caption on a piece of paper and tape it lightly to the reverse of the picture


After the event:

  • Send press packs to the media who could not attend
  • Make follow up calls to see if any of the journalists require further information
  • Issue photographs, which were taken at the event, accompanied by captions
  • Send letters of thanks to all those who facilitated the event, especially guest speakers
  • Keep a file of the positive and negative coverage, which was achieved, and lessons learned from the event