Presentation on theme: "District 5790 Public Relations"— Presentation transcript:
1District 5790 Public Relations To view this PowerPoint show, hit your F5 button or tell PowerPoint to Play Show.Use enter, space bar or your right arrow key to move to the next slide.
2District 5790 Public Relations Spreading our MessageA special how-to with tips and resources for clubsRotary District 7590 *
3About this showThis show is second in a series meant to give tips on spreading your Rotary messages and resources to help you find answers to questions.Space bar or hit enter to progress to next slide.Hyperlinks and bookmarks should be active. You will need to view the PowerPoint in “show mode” (hit F5) for them to work. Use your mouse to click on them.
4So you have news. What now? It’s time to write a news release. Even if you plan to call a reporter with the story, it will be helpful to have written info ready to send to him or her.
5Parts of a News Release The makings of a winning news release Letterhead: This doesn’t have to be on your specific letterhead, but you want to create a similar look for your news release.Include club name, address, telephone/fax, website address and .
6Parts of a News Release The makings of a winning news release Type these words somewhere on your release. Avoid the term PRESS RELEASE if you’re sending to media outlets other than newspapers.
7Parts of a News Release The makings of a winning news release FOR IMMEDIATE RELEASE:This lets the media know the news is ready to be published and not embargoed, or held until a certain date.DATE:Place the date you release the release somewhere on the page.
8Parts of a News Release The makings of a winning news release CONTACT(S):This is one of the most important parts of the release. Give name, phone number, mobile number and for the Rotary contact who is prepped to help the media with this story. Make sure this person has a copy of the release, will respond quickly to media calls and can answer to potential reporter questions.
9Parts of a News Release The makings of a winning news release HEADLINE:This is one of the first things a reporter will read to decide if he/she wants to read more.Write headlines in present tense and active voice.Example: Local Rotarians raise $50 Million in Polio Campaign
10Parts of a News Release The makings of a winning news release DATELINE:This is the city where the release has been crafted. If you’re in Abilene, the dateline is ABILENE, Texas.
11Parts of a News Release The makings of a winning news release LEAD: This is the first paragraph of your release and is as important (or more) than the headline. The news team will decide whether or not to cover your news or read further at this point.
12Parts of a News Release The makings of a winning news release LEAD:Your lead should have the most newsworthy parts of your story. One helpful hint is to think about how you would tell a friend about this project/event/etc. Then work some details into the first paragraph.
13Parts of a News Release The makings of a winning news release Inverted pyramid journalists useLEAD:Try to incorporate some (not all) of the 5 Ws 1H (who, what, why, when, where, how) into your lead.Ideally, your lead will only be about 25 words. Keep it short and sweet.Details can be weaved into the rest of the release. Try to move from the most important details to additional facts and then some background info.Lead (most important details)Additional facts & quotesBack- ground info
14Parts of a News Release The makings of a winning news release BODY OF RELEASE:This is where you’ll explain details for the event. You could even add quotes from your club’s president or the group you’re working to help, like the food bank.
15Parts of a News Release The makings of a winning news release ENDING MARKS:Make some kind of notation at the bottom of the release to signal its end.Options:-30-###-end--Rotary-
16Parts of a News Release The makings of a winning news release BOILERPLATE INFO:This is one more way to tell a reporter about your club. It’s a sentence about your club or Rotary International that could be used every time.Example:Founded in 1955, the Rotary Club of Fort Worth South is a part of Rotary International, a global network of community volunteers with 1.2 million members. The club’s Web site is
17The release is ready. To the masses, it is. You have news. You have your news release. It’s time to distribute it to your media outlets. But to whom?
18Media List Getting your news to the news A media list is a list of media targets in your area. It should contain contact info like names, phone numbers, fax numbers, addresses for editors, journalists, and news directors who might cover your news.Your club may have a list and you’ll just need to update it.Chambers of commerce sometimes have media lists available to members that make a great starting spot.Area public relations undergraduates might be a good resource for creating a list for internship credit
19Media List A sample media list to get you started Organization Name TitleAddressPhoneTime of day to contactPreferences or beatNotes?Local newspaperRegional Weekly PaperABC affiliateRadio TodayBusiness JournalCommunity BloggerRotary District 5790 NewsletterYOUR club’s newsletter, etcRotarian magazine
20Media List Getting your news to the news Consume your local media. Look for reporters who cover organizations like yours or similar projects. Make notes or add to your media list.Look for special sections or segments that complement your club or your RotariansWFAA (DFW) has a segment called Texans with Character that is right up our alley.Business publications typically run special sections like “40 under 40” or “Texas Women” to honor individuals. Nominate an appropriate club member.
21Media List Getting your news to the news Don’t forget the Internet and other outlets that touch many readers or viewersSchool district Web site (especially for 4 Way Test Speech contest)College Web sites and media outlets (Rotaract events)Greensheet or other free pick-up publicationsPopular blog sitesTwitter (find a club member who tweets to tweet after each meeting)
22Distribution time!You have news. You have your news release. You have a media list. It’s time to distribute it to your media outlets.
23Rotary District 7590 * www.rotary5790.org Contacting the mediaPitching your story and sending your releaseRemember that the media professionals are not the enemy. They LOVE great stories and are always looking for the next one. You may just have it.Media professionals also like to hear from THEIR viewers or readers.Ideally, you’d contact the individuals on your media list based on their preferences. Some really rely on and others can’t sift through the 1,000s of messages a day.Rotary District 7590 *
24E-mail: Contacting the media Pitching your story and sending your releaseYour chances are better if you have a reporter’s . The generic type address will go into the abyss. It’s even better if this reporter will recognize your name and OPEN the message.Give it a subject line like STORY IDEA or part of your headline.Attachment or in the body of the message: I’ve had better luck pasting the body of my news release in the message and attaching the official one or providing a Word doc when requested. See the sample on the next page.
25E-mail: Contacting the media Pitching your story and sending your release
26E-mail: Contacting the media Pitching your story and sending your releaseBCC: Don’t CC a bunch of reporters. If you are sending one to a group of reporters, use the blind carbon copy feature in your .LETTERHEAD: If pasting your release into the body of your release, you can eliminate graphics.CHECK YOUR If you send a release via , check your Inbox often for reporter response. A reporter will want a prompt response.
27Phone: Contacting the media Pitching your story and sending your releasePitching a story over the phonePicking the right time to call is key. You don’t want to call during a deadline. For outlets with an evening deadline (television stations and most newspapers), you’ll want to call mid-morning. Some will be in the office at 10 or so.Don’t make apologies for your call. Say you have a story idea you’d like to pitch and then hit it. You want to verbally re-cap your release in a sentence or two. Play up the newsworthiness and why the story is a good fit for that reporter’s publication and audience.
28Phone: Contacting the media Pitching your story and sending your releaseYes or no. The advantage to a telephone call is that you will get an immediate feel for if the story is a good fit.More info. The reporter will probably ask for you to get info to him/her immediately. Ask for his/her preference of delivery ( /fax), verify the correct number/ and send it immediately .NO! If you get a “no,” no worries. Be gracious. Don’t get pushy or upset or argue. You want to be able to pitch another idea some day in the future.
29Fax: Contacting the media Pitching your story and sending your releaseFaxing your news releaseWhile cheap and fast, a faxed news release can become one sheet out of 500 for that hour. Most reporters do not want an unsolicited fax. This can also be a way to send your release to the abyss.If a reporter asks you to fax: Verify the fax number you have in your media list. You might ask for the number to the fax machine closest to the reporter or the newsroom.Rotary District 7590 *
30Follow Up & Miscellaneous Pitching your story and sending your releaseIf you , fax or mail a release, follow up on it.For a release about an event, send your release a week or so before an event and follow up a day or two before. If you’re working with a monthly or weekly publication, send our your release sooner. Know the publication’s deadlines.Sell the story. Be careful that you are not asking the news media to advertise for Rotary. You are looking to spread Rotary’s message and the mass media is one way to do this. It also gives a media outlet a great community story.Have a newsworthy story to sell. You don’t want to gain a reputation for sending news releases without any news.
31More than a News Article Other opportunities exist for your public relations efforts.PHOTOS: Media outlets need visuals. You can invite photographers to events or submit photos the club shutterbug has taken.LETTERS TO EDITOR: Look at the publication’s policies before writing. Make the letter timely and connected to an editorial, other letter or something in the news.GUEST COLUMN: Read others that have run in the publication. Gather your thoughts and then pitch the idea to the editorial page editor.More details in Effective Public Relations
32Public Relations Planning See the third show in this series for ideas and how to plan your public relations.
33Rotary District 7590 * www.rotary5790.org District 5790 PR NetworkConnecting club public relations chairs and others to share ideas, successes, etc.Public relations chairs are encouraged to join the networkSimply send an to Rotary5790PR- (use “Subscribe “as your subject line)The network is a listserv where public relations committee leaders can share ideas, successes or solicit ideas. It will also be a way for the district committee to communicate with your club pr people.If you’ve submitted your name or another public relations person’s name or names, they should have been invited to join the listserv.It does require them to respond to the invite. You might ask them if they’ve done so.The network isn’t reserved for just your named public relations person. If you have a club member who always knows what’s going on or is good at spreading messages, encourage him/her to join.Rotary District 7590 *
34Resources for Your Club Rotary International site:RI Public Service Ads/AnnouncementsDistrict site:PR Network for District 5790:PR Tips throughJeff Crilley’s e-newsletter:Effective Public Relations: a book from RotaryActive links
35Great Resource for Your Club Effective Public Relations is a book available through Rotary.org.The network is a listserv where public relations committee leaders can share ideas, successes or solicit ideas. It will also be a way for the district committee to communicate with your club pr people.If you’ve submitted your name or another public relations person’s name or names, they should have been invited to join the listserv.It does require them to respond to the invite. You might ask them if they’ve done so.The network isn’t reserved for just your named public relations person. If you have a club member who always knows what’s going on or is good at spreading messages, encourage him/her to join.Rotary District 7590 *
36Rotary District 7590 * www.rotary5790.org Sources & ContactImages and logos from Rotary.orgEffective Public Relations: A Guide for Rotary ClubsInside Reporting by Tim HarrowerThe PR Style Guide by Barbara Diggs-BrownSarah Maben, Rotary Club of FW South District 5790 PR Chair,Rotary District 7590 *