PUBLIC RELATIONS MANUAL

Transcription

1 PUBLIC RELATIONS MANUAL WELCOME TO MUSIC CITY Thank you for choosing Nashville. We look forward to working with you. We re excited you have selected Nashville as the host city for your convention. This Public Relations Manual is a resource created to assist you in promoting meetings and conventions in the Nashville area. One thing is certain the more work you can accomplish in advance, the greater the chances of meeting your promotional goals and of enjoying a successful event. If you have questions or need assistance, feel free to contact the Nashville CVC Public Relations Department at TABLE OF CONTENTS This Public Relations Manual offers the following tools to help you generate public attention for your event in Nashville: FREE RESOURCES You can also request the following free NCVC public relations resources: ++ Public Relations Tips ++ Calendar listings for public events ++ Press Conference Checklist ++ Digital images and stock footage ++ Nashville-Area Media Contacts ++ Public relations consulting ++ Media Alert Sample ++ Quantities of the Nashville Visitor Guide for your pressroom ++ Elements of a Media Alert ++ Nashville Digital Press Kit ++ Press Release Sample ++ Elements of a Press Release

2 PUBLIC RELATIONS TIPS For Meetings, Conventions & Trade Shows Below are public relations strategies you can apply to help gain more exposure and generate more interest for your meetings, conventions, and events. 1. CREATE A TOP 10 LIST Brainstorm with your staff and create a list of what is new or different about your meeting. What is newsworthy? Are you working with a local charity? Introducing new technology? Highlighting a major public speaker? Will there be any interesting photo opportunities? Make sure your 10 items have appeal to interest all types of media outlets. 2. TARGET YOUR PITCHES Enclosed is a local media list. As soon as your convention is booked, add the appropriate contacts to your mailing list. Go a step further and target stories to specific departments. If you need further assistance, contact the Nashville CVC s Public Relations Department. 3. USE TRENDS TO MAKE GREAT STORIES Is there a trend in your industry that would be of interest to media? Editors and reporters often see industry trends as opportunities for great feature stories. 4. FIND A LOCAL ANGLE In Nashville, many conventions identify with music and its long history in the city. Incorporate aspects of music into your pitches to the media. This will help you to make a strong connection to Music City. Work with a local charity or promote your attendance and economic impact on the city of Nashville. 5. TELL THE MUSIC CITY STORY Educate your attendees about the host city as early as possible. The Nashville CVC offers feature stories and photos that can paint a picture of the city to get attendees excited about their visit. If you have an industry publication, include a feature about Nashville in the months leading up to your convention. These efforts could result in higher attendance and highly interested attendees. 8. BE ACCESSIBLE Be clear about when and where your event is taking place and if special parking is available. The media cannot cover an event they cannot find. If you distribute a press release, list phone numbers where you can be reached at all times. 9. KEEP IT SIMPLE The media and public may not understand certain industry terms, and it is your responsibility to make sure they understand. Media will be more apt to cover events if news items have mass appeal and can be understood by their audience, the public. 10. GET AN EARLY START If you are trying to increase attendance at your convention, do not rely on the Nashville media. The key to good promotion will be to focus your pre-event efforts on trade magazines and newsletters in your industry, which are more likely to cover your event extensively. Keep current events in mind when pitching stories. Pitches regarding current news items often generate great coverage. PRESS CONFERENCE CHECKLIST Select a date Reserve a location Invite appropriate guests and speakers Order audio visual equipment, including a mult-box* Order appropriate food/beverage Order appropriate signage (banners, podium sign, etc.) Hire a photographer or bring a camera Research background materials Write a media alert - at least a week out and resend leading up to the event - Post on websites - Distribute on a newswire service if applicable Make follow-up calls to media (one day prior or morning of) Prepare materials for on-site - Press Release (release on newswire service) - Media sign-in sheet or smartphone apps - Speakers bios - Background materials - Other relevant background releases - B-roll if available and applicable** Props for photo ops (backdrop, gifts, etc.) *Mult-box is a device connected to the main microphone at a news event that allows journalists and crews to plug in. ** B-roll is pre-recorded video footage that relates to your product, association, or event. A GREAT MEDIA LIST CAN MAKE ALL THE DIFFERENCE It is extremely important to read, watch, or listen to the media outlets you plan to pitch. In addition to using the general media list provided by the Nashville CVC, there are several ways to make your media list work for you. When laying out your list, use a format that is most helpful to you: an electronic database, collection of business cards, or a spreadsheet. Be sure to target publications and journalists who fit the story you are pitching. For example, not every story is right for television. If you re pitching TV, be sure there is a good visual element to your story. There are also companies who can create media lists for you, which are especially helpful for distributing press releases nationwide. Your media list should include the medium, contact name, phone numbers, address, and website. Find out when deadlines are and make sure to be considerate of them. It is also worthwhile to keep a running log of phone calls and conversations.

3 MEDIA OUTLET WEBSITE VOICE Print The Tennessean (daily) tennessean.com Nashville Business Journal (weekly) bizjournals.com/nashville Nashville Scene (weekly) nashvillescene.com Nashville Pride (weekly) pridepublishinggroup.com Tennessee Tribune (weekly) thetennesseetribune.com GCA News - Westside, Green Hills, etc. (weekly) news@gcanews.com gcanews.com La Noticia (bi-weekly) Loraine@hispanicpaper.com hispanicpaper.com Nashville Lifestyles (monthly) wehearyou@nashvillelifestyles.com nashvillelifestyles.com Nfocus (monthly) nfloyd@southcomm.com nfocusmagazine.com Out & About Nashville (monthly) editor@outandaboutnewspaper.com outandaboutnewspaper.com Television WKRN - Channel 2 (ABC) news@wkrn.com wkrn.com WSMV - Channel 4 (NBC) news@wsmv.com wsmv.com WTVF - News Channel 5 (CBS) newsroom@newschannel5.com newschannel5.com WZTV - Fox 17 (Fox) news@fox17.com fox17.com Radio WPLN 90.3 FM - Nashville Public Radio esiner@wpln.org wpln.org WLAC 1510 AM 1510@wlac.com wlac.com WWTN 99.7 FM allison.warren@cumulus.com 997wtn.com

4 MEDIA ALERT If you are interested in the media covering a specific event, you should send out a media alert. The alert should provide key information about the event and entice the media to attend. ELEMENTS OF A MEDIA ALERT 1. Issue the media alert on company letterhead. It looks professional and credible. 2. If there will be a photo opportunity, state it at the top of the alert; it is more likely to generate photo and television coverage. 3. Include media contact information for press seeking additional information. 4. Use a short, active, and descriptive headline to entice the reader. 5. Use a block format for media alerts, so the news desk or reporter can quickly and easily find the specific information they need. Describe what the media will see and hear, where and when it will take place, and background details. Simply put, include the who, what, where, when, and why if possible! 6. Include a boilerplate (information about your company or organization)

5 PRESS RELEASE A press release is written and distributed to the media for the purpose of gaining attention for your meeting/event and to get your message in front of a large audience. A press release should include newsworthy and important information in an organized and concise manner. ELEMENTS OF A PRESS RELEASE 1. Issue the press release on company letterhead. It looks professional and credible. 2. Include a short, descriptive headline to grab the reader s attention. 3. Include where the press release was written and date released. 4. Put the most important information at the beginning. Provide answers to who, what, where, when, why, and how in the first paragraph. 5. The remaining body of the release should include further details, background information, and additional relevant information. 6. Try to use a quote by a company representative. This adds credibility to your release. 7. Include a contact for members of the media to reach for additional information or to set up an interview. This person should be familiar with all of the information in the release and be able to answer questions. 8. Center three pound signs (###) at the bottom of the page to indicate the end of your release. Be sure to proofread and spellcheck your release before you send it!