Plan ahead with a PR Timeline
The first step in making a PR plan is to make a list of each publication and each way you will publicize the event. The list may take you some time to complete. However, once it is done you will not have to do it again. Your list should include the name of the contact(s) at the publication. Then you need to list the phone number, fax number and email for each contact and find out their preferred method of receiving press releases. You will also need to include in your list the deadline for receiving information. Each newspaper and often for each department in the newspaper have different deadlines. Do this for each publication you might use.
While you are gathering the information remember to find out whether they prefer actual photos or digital images. If they prefer digital you will also need to know what format and size they accept.
You can find the address and phone number for many Illinois newspapers at: http://www.usnpl.com/ilnews.html or do an online search. Another source for this information is the yearly Media Guide, which you can find at the reference department in most libraries.
After gathering the information you should develop a timeline that includes:
Task Date
Publication name:
Contact name and phone number. Remember to update the list as needed.
Deadline date:
Date newspaper delivered:
Later, if you insert your Press Release for the annual events you will have
the information the following year. Do this for EACH place you are going
to send a PR release.
Posters, flyers etc.(Remember to list the places people can bring items being
collected by yourclub or where they can buy tickets for the event.)
Number of posters printed
Rotarians who will hang poster in their business
Other places in town to hang posters
Determine Photo Opportunities
Are you selling tickets to the event?
Who is in charge?
When and where?
Drawing winning ticket
Newspapers want action photos not "Grip and Grin" photos of a check being handed over.
Determine Follow Up
Thank You Ad
Date ad copy due is often weeks before it appears so you have to plan ahead.
Contact name and phone number:
Determine what is needed to prepare ad copy
List of Donors
Who has this information?
When will it be available?
List of contributors
Who has this information?
When will it be available?
For more information about Club and District6440 PR and Promotion contact Judy Hughes at pr6440@comcast.net