- Willamette
- Administrative Departments
- Marketing Communications
- Communication Planning
Promoting your event
Plan
- Plan ahead. Event news should be distributed no later than the middle of the month prior to the event. Many calendars require six weeks or more notice.
- Understand what is newsworthy if you seek media coverage. Contact Media Relations if you have questions.
- Gather relevant information:
- Who?
- What?
- Where?
- When?
- Why?
- How?
- Pictures/video with captions (photographer, subject(s), time and location).
- Event contact’s phone and email.
Produce
Tips
- Write a description with the most important information first.
- Be clear. If you must use jargon, explain it.
- Pictures and video are important.
- Keep it short and sweet. Use short paragraphs and active voice.
- Just the facts. If you can’t definitively prove it, don’t write it.
- Include “What’s in it for me?” Why should the reader care?
- End with details about the event, speaker or performer(s).
- Writing for the web (tips)
- Learn and Serve America Media Guide
- Communicating Science News
Proof
- Double check numbers and figures (links, dates, times, phone numbers, cost etc.)
- Read out loud.
- Have someone else edit it.
- Check against AP Stylebook.
- If you need help, email Media Relations with plenty of lead time.
Distribute
- Create or update associated web page.
- Create a calendar entry with link to web page.
- Submit to wu-stories@willamette.edu and your campus communicator.
- List your event in relevant event calendars.
- Contact Marketing Communications for events that will be advertised off-campus.
- Media differ. Visuals are indispensable for television, not for radio. Providing additional background information is important for print, while the talking point is most critical for radio or TV. See Communicating Science News for tips on working with different media or contact Adam Torgerson for assistance.
- Send to appropriate newsrooms.
Sample news release
[Organization Name**] | July 15, 2011
Adam Torgerson, Media Relations, atorgers@willamette.edu, (503) 370-6274
Willamette U Think asks “Is Barack Obama a Socialist?”
SALEM, Ore.—Willamette University's U Think series will explore the meanings of various political ideologies, such as socialism and Marxism, by considering policies implemented by the Obama administration in historical context.
Willamette history professor and socialism expert Bill Smaldone will discuss the question, "Is Barack Obama a Socialist?" at Brown's Towne Lounge Aug. 9 at 6:30 p.m. U Think is free, and the venue is open to adults 21 and over.
Smaldone is the author of "Confronting Hitler: German Social Democrats in Defense of the Weimar Republic, 1929-1933," and he is currently writing a textbook on socialism.
Willamette U Think features professors in an informal environment. Presentations are geared for the public, and no background knowledge is needed. A question and answer session will follow the talk.
Brown's Towne Lounge is in the heart of downtown Salem at 189 Liberty St. NE, between Court and State Streets. Tables fill quickly, so arrive early to enjoy food and drink specials before the discussion.
###[Organization Name**]###
News release
willamette.edu/news/library/2011/08/
u_think_smaldone.html
High resolution image of Bill Smaldone, courtesy Willamette University
willamette.edu/
Willamette U Think
facebook.com/pages/U-Think/241736265839358
History: William T. Smaldone
willamette.edu/cla/history/faculty/smaldone/
**Organization Name is not Willamette University. Releases should be unambiguous about whether they are official university communications.