Every event must undergo thorough planning, complete with the flawless execution of each stage of promotion, one aspect often being neglected. If conducted well, an event gets greater public visibility with the assistance of a well-designed press release put out as a media statement, and creates interest among the people. This is a short guide that covers the essentials for writing press releases for any general event, plus an example of how to do so.
The basics of press releases
Most advertising contractors view them as small, persuasive calls for publicity issued to print and electronic media. A press release should give the who, what, when, where, and why of any event. Ideally, journalists who should cover the event in their line of work are to be given just enough information to help them take their steps to visit and cover the event itself. The less they have to do, the better the chance of coverage for the event.
The structure of the press release
1. Headline
This is the first thing journalists will see, so make it catchy and informative. It should immediately communicate the main point of your event.
2. Date
Date of publishing and place of publishing of the news.
3. Body Paragraph
The arrival paragraph is itself a synopsis of the press release and carries compositions as to who is hosting the event, what it is for, where it will be, when it will be held, and why it is worthy of note.
4. Body
This is the real meat of the news introduced in the first paragraph. Quite often, quotes from major actual parties, history, and other pertinent information are included.
5. Boilerplate
This is a brief description of your organization that provides information and context.
6. Contact Information
Let reporters reach out for more information. Provide your name, telephone number, and email address.
Create a press release
Let us conclude the discussion about components by way of a very concrete example.
FOR IMMEDIATE RELEASE
[Exciting Event Name] Will Take Place in [City Name] on [Event Date]
[City, State] – [Release Date] – The organization is thrilled to announce a noteworthy occasion, namely [Exciting Event Name] that is to be held on [Event Date] at the [Event Venue]. A wonderful occasion for just [target audience], it will feature marvelous [key attractions, performers, speakers, etc.].
“We’re excited to bring [Event Name] to [City],” opined [Event Organizer’s Name], [Organizer’s Title] of [Organization Name]. “We wanted to [purpose of the event] and thought this would be a great opportunity for [target audience] to [benefit of attending].”
From about [start time], enjoy the rest of the activities including [list of activities] so everyone will find activities of interest. Among some featured highlights will be:
– [Highlight 1]: [Description]
– [Highlight 2]: [Description]
– [Highlight 3]: [Description]
Tickets are selling at [ticket outlet or website] for [Event Name], with the sell-off of early bird discounts until [discount deadline]. Buyers, therefore, are urged to hurry and buy tickets to fast-track what is expected to be a sell-out event.
In case of further details about [Event Name], the public should visit [event website] or get in touch with the [Contact Person’s Name] by telephone at [phone number] or by email at [email address].
About [Organization Name]
[Organization Name] is a [a brief description of the organization]. It was established in [year], and we stand to [mission or goal]. For more information, please check out [organization website].
Contact
[Contact Person’s Name]
[Contact Person’s Title]
[Organization Name]
[Phone Number]
[Email Address]
[Organization Website]
Some tips for successful press releases
Summary
Journalists are pressed for time. Try to keep your release between 300 and 400 words.
A hooking lead
Try to hook your readers in the very first few sentences.
Keep it clear and simple
Jargon, big words, or elaborate constructions are to be avoided.
Multimedia
Attach quality pictures or videos to complement the press release.
Follow-up
Like any other mailing, this one should be followed up by phone or e-mail to find out if the press release was received, and to add some additional follow-up information.
Making your press event ambiance really lively will promote publicity for the event and create a lot of hype. According to the above framework/tips, your event will get proper publicity and consequently reach larger audiences and end up successful. Remember that clear and engaging information is a great attractant that will bring journalists toward covering your event.