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How to approach and interact with the media

The media can be helpful in publicizing your event and giving the public insight and information into the mission and goals of your groups. If you have a good story that merits media coverage, don’t hesitate to let local reporters/editors/producers know about it. Local publications and news outlets are usually actively looking for stories to feature so don’t be shy. 

If  you are planning an event or action for a specific time, speaking to   a media outlet by phone will help them plan coverage and allow your group to be prepared for them at the event. If you have to leave a message, be brief, speak clearly and carefully give your name, organization and phone numbers. Say that you will follow up with an emailed press release, then do that. If you don’t hear back via email in 24 hours, call again to make sure the message was received and that the press release went to the correct email address. 

When you reach the reporter by phone, say you are calling to let the outlet know of an upcoming event or about an incident that has just occurred. Have  a concise summary of what, when, and where the event is prepared. If you have a “hook”,  planned attendance by a big-name speaker, or if  the event connects to anything important like an anniversary or awareness week you should let them know. Say you will follow up with an emailed press release (see example below) and ask what is the best email address to use. 

In the follow-up email, thank the reporter for her time and offer to put her in touch with leaders/speakers or spokespeople. Be sure to include a contact name, email, and phone number. Paste a short press release in the body of the email, if possible, or if the release is long, send it as an attachment. You should also provide links to websites, if applicable.


Parts of a Press Release

  • Title - Write a short, simple title using action verbs (ex: “ALERT celebrates one year of community-based action”)

  • Dateline - Example: WILMINGTON, DE

  • Lead Paragraph - Clearly summarize the Who, What, Where, When, and Why of the news you want to share. Stick to the facts so reporters/journalists can easily skim the release and get all the information they need.

  • Body Paragraph(s) – Add a few details that help enhance/humanize the story, or any background information that provides context. Include 1-2 newsworthy quotes from a key stakeholder (event organizer, leadership member, etc.) that the reporter/journalist can use. These quotes are often drafted for the stakeholder, but get permission to attribute it to the person before submitting a quote on their behalf.

  • Boilerplate Paragraph – A repeatable description of the group/person submitting the press release (ex: the ALERT mission statement).

  • Contact Information – Often placed at the top left of the release, includes the name, position and email/phone of a person the reporter/journalist can contact for more information. Again, get permission from the designated person before including their name and contact info.

  • Press Release End - A final line with three hashtag marks (###) signifies the end of the press release. 


Tips for Writing a Press Release

  • Keep it short – no more than one page if possible (about 300-600 words)

  • Use simple, clear language – avoid jargon, hype, and other non-factual language. styles

  • Use active voice (not passive voice) and third person (he/she/the group)


Here’s an example of what a press release looks like:


FOR IMMEDIATE RELEASE (1/1/2018)


Contact: Jane Doe, president

Resistance Organization

302-555-1234 

jane@organization.ex 


Organization rallies on behalf of good cause

Event is first of its kind; Governor to speak


WILMINGTON, DE – A coalition of Resistance groups will march on City Hall Tuesday, Date, in support of A Very Important Cause.

Led by Resistance Organization, the coalition of groups has organized the march as a demonstration of solidarity with local community members affected by this Important Cause. The groups also hope to spark policy changes in the local government to ensure the Important Cause is written into law. Other organizations set to march include Group One, Group Two and Group Three.  

“We hope this march will bring additional awareness to A Very Important Cause and inspire others to work for long-awaited change,” said Jane Doe, President of Resistance Organization. “I am proud of all the groups who have joined the march so far, and hope we can add  even more partners before the march date.”

Governor John Politician has already thrown his support behind A Very Important Cause and will speak to march attendees at City Hall during the event. “We have waited too long to address A Very Important Cause in our local government, and I intend to do everything I can to update our policies and make a positive change for our citizens,” he said.

Formed in February 2017, Resistance Organization originated as a way for concerned community members to take action against local acts of hate speech and social injustice. The group, now more than 100 members strong, volunteers regularly in the community to foster relationships among diverse populations. For more information on Resistance Group, visit their website at www.resistanceorganization.example.  


###



MEDIA CONTACTS

News Journal – news desk, 302-324-2500 ext 5 for newsroom 

  • Josephine Peterson - jhpeterson@delawareonline.com


Individual reporters that have written on actions:

Adam Duvernay: aduvernay@wilmingt.gannett.com

Christina Jedra: djedra@gannett.com

Esteban Parra: 302-324-2299, eparra@delawareonline.com


WVUD - Submit a PSA -  http://www.wvud.org/?page_id=1672


WDEL, 302-478-8898,  Amy Cherry, acherry@wdel.com

 

WHYY Delaware - Delaware Broadcasting Center
625 Orange Street
Wilmington, DE 19801
Tel: 302-888-1200
Fax: 302-575-0346
Email: delawarenews@whyy.org 


Newark Post (weekly, comes out Friday or online daily) editor Josh Shannon, jshannon@newarkpostonline.com 302-737-0724


NBC News 10 – wcaudesk@nbcuni.com


ABC News 6 – 215-878-9700

Also, www.6abc.com   go to: contact, then link to either breaking news or press release


CBS –KYW-TV-- http://philadelphia.cbslocal.com/about-us/contact-us/
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