In today’s fast-paced digital world, effectively promoting an event can make the difference between a full house and an empty room. One of the most tried and true methods for gaining attention for your event is through a well-crafted press release. A press release is more than just a simple announcement; it’s a powerful tool to grab the attention of journalists, bloggers, and your target audience, giving your event the coverage it deserves.
But what exactly is a press release, and how do you write one specifically for an event? A press release for an event is a concise, compelling news story written by a public relations professional or event organizer.
Its purpose is to announce something newsworthy about the event to the media, in a way that makes reporters want to cover it. This could be a grand opening, a special performance, a groundbreaking new conference, or any event that you want people to know about and attend.
In this guide, we will walk you through the entire process of crafting an attention-grabbing press release for your event. From understanding the fundamental components that make up a press release, to writing a headline that journalists can’t ignore, and all the way to distributing it effectively, we’ve got you covered. Plus, we’ll share a comprehensive example to illustrate how everything comes together.
Whether you are new to the world of public relations or a seasoned pro looking to refresh your skills, this step-by-step guide is designed to set you on the right path to getting your event the spotlight it deserves.
What is a Press Release?
A press release, also known as a news release or media release, is a brief, written statement that announces a significant event, new product, service, or other newsworthy items related to an organization. It is aimed at journalists and media organizations with the objective of encouraging them to report on a particular subject, thereby gaining public or industry attention.
In essence, a press release serves as a bridge between a company, organization, or individual and the media. It is a tool used in public relations that is crafted to attract favorable media attention or to protect and enhance a particular reputation.
Here are the key components of a press release:
1. Headline:
The headline of a press release is like the front door of a story. It’s the first thing people see, and it needs to instantly convey the essence of the news in a concise and intriguing way. A successful headline grabs attention by using strong and relevant keywords, while also generating curiosity to encourage further reading. It should be clear and to the point, providing a snapshot of what the press release is about.
2. Lead Paragraph:
The lead paragraph serves as the foundation of the press release. This paragraph should encapsulate the most critical details and answer the fundamental questions: who, what, when, where, why, and how. It’s essential to include the most newsworthy information here, as journalists often skim through the lead paragraph to quickly determine whether the story is worth pursuing. A compelling lead paragraph sets the tone for the entire press release and entices readers to continue.
3. Body:
The body of the press release fleshes out the story by providing additional context, background, and details. This is where you can elaborate on the significance of the news, share statistics, facts, and any relevant anecdotes. It’s crucial to maintain a logical flow throughout the body, arranging the information in a coherent and engaging manner. Each paragraph should build upon the previous one, helping readers understand the full scope of the announcement.
4. Quote:
Including a quote from a credible source brings a human element to the press release. This source is often a company executive, spokesperson, or subject matter expert. Quotes can provide insights, emotional context, and personal reactions that complement the factual content of the press release. Well-chosen quotes help establish the credibility of the story and offer a viewpoint that connects with readers on a more personal level.
5. Boilerplate:
The boilerplate is like a company’s elevator pitch. It’s a succinct and standardized paragraph that provides essential information about the organization issuing the press release. This includes the company’s history, mission, products or services, notable achievements, and its role within the industry. The boilerplate helps journalists and readers understand the background and context of the organization, fostering a better understanding of its role in the news.
6. Contact Information:
Accurate and easily accessible contact information is crucial for follow-up inquiries. This section provides a way for journalists, bloggers, and readers to seek additional information or schedule interviews. Including multiple contact options, such as a name, phone number, email address, and even social media profiles, ensures that interested parties can choose the most convenient method to reach out.
7. Dateline:
The dateline sets the temporal and geographical context of the press release. It specifies the city and date of issuance, which is important for understanding the timing and relevance of the news. The dateline provides a sense of immediacy and authenticity to the story, helping journalists assess the currency of the information.
8. Call to Action (Optional):
A call to action (CTA) serves as a guide for readers on what to do next. This could involve visiting a website, signing up for an event, downloading a resource, or making a purchase. A well-crafted CTA is clear, relevant, and aligned with the goal of the press release. It encourages readers to engage further with the organization or its offerings, extending the impact of the news beyond the release itself.
Why Write a Press Release for an Event?
In the crowded space of event marketing, standing out and catching the eyes of your target audience can be challenging. This is where a well-crafted press release comes into play. Writing a press release for an event is a strategic move for several compelling reasons:
1. Media Exposure:
Press releases are tailored to capture the attention of journalists and media outlets. By crafting a well-structured press release, you increase the chances of your event being covered by various media platforms. When journalists find your event newsworthy, they might write articles, produce news segments, or feature your event in their publications. This widespread media coverage amplifies your event’s reach and attracts the attention of a larger audience than you might have reached through your own marketing efforts alone.
2. Credibility:
Being featured in reputable media outlets provides a level of credibility that is difficult to achieve through other means. When a respected publication covers your event, it’s like receiving an endorsement from a trusted third-party source. This endorsement can lend authenticity and credibility to your event, making it more appealing to potential attendees, sponsors, and partners.
3. Search Engine Optimization (SEO):
When you publish your press release online, it becomes searchable content that can improve your event website’s visibility on search engines. Incorporating relevant keywords and links in the press release can enhance its SEO value. This means that when people search for related terms, your event’s press release is more likely to appear in search results, leading to increased organic traffic to your website.
4. Cost-Effective Promotion:
Press releases are a cost-effective way to promote your event. While there might be expenses associated with writing, distributing, and potentially using a distribution service, the costs are generally lower than those of a comprehensive advertising campaign. The potential benefits and exposure you can gain from media coverage often outweigh the expenses.
5. Control Over Your Message:
With a press release, you have control over how your event is presented to the public. You can carefully choose the language, details, and key messages that align with your event’s goals and objectives. This control allows you to shape the narrative and ensure that the most important aspects of your event are highlighted.
6. Reaching Your Target Audience:
Press releases can be distributed through targeted channels that reach specific audiences. Whether you’re aiming to attract a local community, a particular industry, or a global audience, you can choose the distribution platforms that align with your audience demographics and interests. This increases the likelihood of reaching individuals who are genuinely interested in your event.
7. Creates a Buzz:
A well-crafted press release has the potential to create a buzz around your event. If the release contains exciting or unique elements, it can generate anticipation and excitement among potential attendees. People might share the news on social media platforms, generating conversations and building momentum leading up to the event.
8. Documentation and Record:
Press releases serve as a historical record of your event announcements. They create a chronological timeline of your organization’s milestones and activities. This can be valuable for documenting the growth and progress of your organization over time, as well as for showcasing your event history to stakeholders, sponsors, and the public.
9. Networking Opportunities:
Writing and distributing press releases can introduce you to journalists, influencers, and media professionals in your industry. Building relationships with these individuals can lead to long-term networking benefits. Establishing connections with media professionals can result in future coverage, partnerships, and collaborations for your organization’s events and initiatives.
Crafting the Press Release
Creating an effective press release requires attention to detail, a clear understanding of your audience, and a compelling narrative. Here’s a step-by-step guide to crafting a press release for your event:
Identifying Your Audience
- Start by defining who you want to reach with your press release. Is it a local community, industry professionals, or a wider audience?
- Tailor the language, tone, and content of your press release to this audience.
Writing a Captivating Headline
- Craft a headline that is concise, clear, and compelling.
- Make sure it grabs attention and gives an idea of what the news is about.
Example: “Renowned Jazz Ensemble to Perform at City Park for Charity Event”
Crafting the Lead Paragraph
- The opening paragraph must answer the who, what, when, where, why, and how of your event.
- Make it engaging and full of the most important information.
Example: “The award-winning Blue Skies Jazz Ensemble will perform live at City Park on September 30, 2023, to raise funds for children’s education programs in underserved communities.”
The Body of the Press Release
- Provide detailed information about your event. Include facts, figures, and interesting tidbits that journalists can use in their stories.
- Insert a quote from a key figure involved in the event to add a personal touch and authority.
Example of a Quote: “We are thrilled to bring our music to City Park for such a meaningful cause,” said Emma Johnson, lead singer of the Blue Skies Jazz Ensemble.
Adding a Quote
- Choose a spokesperson related to the event – it could be an organizer, a guest speaker, or a beneficiary.
- The quote should offer insight or perspective that complements the factual content of the press release.
Example: “This event is more than a concert – it’s a call to action for our community to invest in its future,” says event organizer John Smith.
Wrapping Up with a Strong Boilerplate
- Write a concise “about” section for your organization at the end of the press release.
- This is where you provide background on your organization or company.
Example: “Founded in 2015, The Education for All Initiative is a nonprofit organization dedicated to providing quality educational resources to underserved communities around the globe.”
Contact Information
- Clearly list the contact information for those who can provide more information about the event.
- Include a name, phone number, email address, and company or organization affiliation.
Example: “For media inquiries, please contact: Jane Doe, Public Relations ManagerEmail: jane.doe@example.comPhone: (123) 456-7890”
Additional Tips:
- Use clear and straightforward language; avoid jargon unless it is industry-specific and you are certain your audience will understand.
- Keep the press release concise; one page is ideal, and two pages are the maximum.
- Proofread thoroughly for spelling and grammar errors.
- Use a professional, objective tone – a press release is a news item, not an advertisement.
Formatting and Style
When it comes to press releases, not only does the content matter but so does the format and style. These elements contribute to making the release easy to read and professional. Below are key formatting and style tips to ensure your press release makes an impact:
Layout and Length
- Aim for a one-page press release; two pages max.
- Use a clean, simple layout: white background, standard fonts (like Times New Roman or Arial), and font size of 11 or 12.
Headline Style
- Write the headline in bold and center it at the top of the page.
- Capitalize the first letter of each major word in the headline.
Example: “Award-Winning Author to Launch New Book at Downtown Library”
Subheading (Optional)
- If necessary, use a subheading under the headline for additional context. Make it italicized and align it center under the headline.
Example: “A Night of Literary Exploration and Community Engagement”
Dateline
- At the beginning of the first paragraph, include the city where the press release is originating and the date. Follow this with a dash and then begin the lead paragraph.
Example: “NEW YORK, NY – August 17, 2023 – Acclaimed author…”
Paragraph Style
- Write short, concise paragraphs (2-4 sentences each).
- Use single-line spacing and a blank line between each paragraph.
Adding Quotes
- Use a new paragraph for quotes and indent the quote.
- Clearly attribute the quote with the person’s full name, title, and organization.
Example: “This event is a milestone for our community,” says Jane Smith, Director of Community Engagement at XYZ Nonprofit.
Closing
- Indicate the end of the press release with three hash symbols (###) or “-END-” centered at the bottom of the page.
Boilerplate and Contact Information
- Place the boilerplate and contact information after the closing symbols.
- Separate them with a blank line and use a bold or underlined font for the section headers.
Example:“###”“About XYZ Nonprofit”“For Media Inquiries:”
Proofreading and Editing
- Review the press release multiple times to check for grammatical errors and clarity.
- Consider having a colleague or professional editor review it as well.
Additional Tips:
- Avoid excessive use of capital letters and exclamation marks to maintain a professional tone.
- Use AP Style or another widely accepted style guide for consistency.
- Include hyperlinks to relevant web pages, but use them sparingly.
Direct Outreach to Journalists
- Research and create a list of journalists and media outlets that cover your industry or area.
- Send them a personalized email with the press release attached or included in the body of the email.
Example of Email Subject Line: “Press Release: Charity Concert Featuring Grammy-Winning Artists This Saturday”
Distributing the Press Release
Once you have crafted a polished and newsworthy press release, the next crucial step is to distribute it effectively. This section guides you on how to get your press release into the hands of journalists, bloggers, and the public, maximizing the chances of your event getting the exposure it deserves.
Identify Your Distribution Channels
Decide where you want your press release to be sent. This could include local and national media outlets, industry-specific publications, blogs, and social media platforms.
Using a Distribution Service
- Consider using a press release distribution service such as PR Newswire, Business Wire, or Cision. These services can disseminate your release to a wide network of journalists, bloggers, and websites.
- Be mindful of the costs involved and choose a service that aligns with your budget and target audience.
Utilizing Social Media
- Share the press release on your organization’s social media platforms, including Twitter, Facebook, LinkedIn, and Instagram.
- Use relevant hashtags and tag key people or organizations involved in the event to increase visibility.
Publish on Your Organization’s Website
- Post the press release in the News or Press section of your organization’s website.
- This ensures that visitors to your site, including journalists researching your event, can easily find and read your press release.
Local Outreach
- Don’t overlook local channels. Send your press release to local newspapers, TV stations, and radio stations.
- Consider community bulletin boards, local online forums, and regional magazines.
Follow Up
- After sending out the press release, consider following up with key journalists or editors with a polite email or phone call.
- This can help your release stand out in a crowded inbox and shows your proactive engagement.
Example of Follow-Up Email: “Dear [Journalist’s Name], I wanted to follow up on a press release I sent last week regarding our upcoming charity concert. I believe this event is a great fit for your coverage and would be happy to provide additional information or arrange an interview with one of our performers. Thank you for considering.”
Timing is Everything
Plan the timing of your press release carefully. Avoid sending it out on weekends or public holidays when journalists are less likely to be working. Aim to send the release early in the week and early in the day to catch journalists when they are planning their coverage.
Conclusion: Making Your Event Newsworthy
Crafting and distributing a press release for your event is more than just a formal announcement; it’s an opportunity to share your story and engage your audience. In this post, we’ve walked through the essential steps—from understanding why a press release for your event is important, to crafting a compelling narrative, following a clear and professional format and style, and finally, strategically distributing your message to the world.
Remember these key takeaways:
- Audience-Focused: Tailor your press release to the needs and interests of your target audience. Write clearly and engagingly, keeping their perspective in mind at all times.
- Clarity and Brevity: Keep your press release concise and focused. Journalists are busy, and readers have short attention spans—get to the point quickly and stick to the most important details.
- Newsworthy Angle: Find and highlight the unique and compelling aspects of your event. What makes it stand out? That’s your story.
- Professional Presentation: The formatting and style of your press release are vital. It must look professional and be error-free to be taken seriously.
- Strategic Distribution: Don’t just craft a wonderful press release and hope for the best. Have a distribution plan in place. Target relevant media outlets, use social media wisely, and consider timing in your strategy.
Now it’s your turn. Whether you are promoting a charity fundraiser, a new product launch, or a community event, a well-crafted press release can be your ticket to widespread attention and attendance. So, take the tips and examples outlined in this guide and start crafting a press release that not only informs but also excites and engages. Your event is newsworthy—now let the world know.
Happy writing and best of luck with your event!