Be even handed in all dealings with the media - and you will surely gain. Remember you can never order a reporter or photographer to attend an event. The media have their own priorities, but given consideration of their needs, can be very co-operative and supportive.
• Do give the media time to plan. Tell all your weekly press of your event at least two weeks in advance. If you think the local evening paper or radio/tv station may be interested, give them a call about three or four days ahead.
• Do make sure you know of all the media who cover your area and when their deadlines are (ask : they will readily tell you). Make certain you deliver your report well ahead of the deadline.
• Tell them briefly what is to happen, where and the time and give a name and telephone number who can be readily contacted day or evening. You must do this by letter and you could follow it up with a phone call.
• Always keep it brief, 60 - 200 well written words used in their entirety are far better than 500 - 700 cut down to fit the available space with the wrong emphasis and errors as a result. Always present this in double line spacing and typed wherever possible.
• If writing a press report, or speaking to the media afterwards, do keep it simple. They do not have your depth of knowledge and will know little of the background. The reporter who reads or receives your report may not be the one you spoke to originally.