One of our clients had these photos taken at their event. So cute and fun for your guests.

We just worked our first auction with no bid sheets! Everything was electronic from the raffle to the silent auction and to the Fund a Need. It was fantastic.  Thinking of going green and doing an electronic auction? Give us a call, we know of a great company and have some tips!!!!!!

Media relations plays a valuable role in promoting your organization. It is an important part of the community and  for generating awareness to your mission. Successful media relations can result in very inexpensive or free publicity for events. It can also help to establish good rapport with local news outlets, generate a larger turnout to your event, and lead to more positive news coverage.

Before You Begin:

Make sure you are properly following media policies for your organization.

Identify Your Media Targets:

Develop a media list of contacts at print, online, radio and television outlets who may be interested in attending or covering your event. Find out what the preferred lead time is for receiving information. Calendar editors often want information weeks or even a month prior to your event. Today, many prefer that you e-mail details first.

Who to look for:

• Calendar editors. There may be different contacts for different departments, such as city/metro news, sports and online community calendar. Check online options for submitting your event information as many newspapers now feature community calendars online.
• Assignment editors, managing editors and news directors. These are contacts at TV stations, newspapers and radio stations that make decisions about what events to cover.
• Photo editors. These contacts decide whether to send a photographer to an event. They are most interested in what the “visuals” are – the best, most interesting photo opportunities.
• Show producers, guest bookers. These contacts are most appropriate for arranging spokesperson interviews on TV or radio programs.

Identify copy for the following:

• Calendar alert. A calendar alert serves as a brief media document to announce a specific event. This document is designed for placement in media event calendars. It should be customized to include event name, description, date, time, cost and registration deadlines (if applicable), and where to get more information.
• Media advisory. A media advisory provides information that tells who, what, when and where to encourage media to cover your event. This document should be distributed to media contacts prior to your event.
•  Press release. A release offers media all of the information they need to prepare a story. A press release can be distributed before and/or after an event. It should include your contact information – phone and e-mail address. Keep in mind that many media contacts do not work standard business hours and may contact you before or after hours or on weekends. So, consider including a cell phone number and make sure staff answering phones know how to get in touch with you right away if a media outlet calls.

Distributing your Materials and Following Up:

Distribute materials based on your targets’ preferred methods. After you send information, it’s a good idea to follow up – even if just leaving a voice message – to make sure they have received your materials and make sure they have your contact information. If you haven’t heard anything, it’s okay to follow up be persistent but not pesky. Give them several days to respond before calling or e-mailing again.

Selecting and Preparing a Spokesperson:

Determine in advance who will serve as your event spokesperson(s).  The spokesperson should be prepared with all pertinent details about the event and any important key talking points  A rehearsal/role play should be done in advance of any live television or radio interviews.

Adding Media Interest to Your Event:

Although you are having an event, it’s not necessarily “news.” In addition to providing information, think

about why media should consider covering your event. Keep media interests in mind when planning your event and try to include elements that will increase chances of media coverage. This could include the following:

• Consider what interesting visual elements your event might include that would make for good TV video or photos such as cute and colorful kids’ activities.
• Involving celebrities such as sports or media personalities or local government officials can enhance media interest.
• Communicate the impact or connection your event has to a relevant cause such as raising funds for financial aid or scholarships.
• Link your event to current events in the news
• Schedule your event so that it doesn’t conflict with on-air broadcasts.

Sample Event Publicity Timeline

One month prior to event

_ Contact and “pitch” – sell your proposed story/interview – guest bookers at morning, noon and local talk TV talk shows with opportunities to interview your spokesperson in studio or on location. (Consider what visual elements you could bring to enhance the segment )

_ Pitch guest bookers for morning and afternoon radio programs on music stations and appropriate talk programs on talk radio. Offer in-studio or phone interviews with spokesperson.

_ Send a calendar announcement to calendar editors of local newspapers, cable TV, radio and other community calendar editors at least three weeks in advance via e-mail, mail or fax depending on their preference. Also, check online calendar timelines.

Two weeks prior to event

_ Distribute a press release to TV assignment editors and appropriate special interest reporters, radio news directors and newspaper photo desks and community / feature editors.

One week prior to event

_ Follow up by phone to make sure information was received: for TV and photo desks, make sure you’re on the daybook (a news outlet’s master calendar of what’s happening around town); for reporters, ensure receipt and gauge interest in interviews or more information. If you leave a voice mail and do not hear back, wait a week or so before following up again.

Week of event

_ Send out the media alert 3-4 days before an event. Follow up by phone 2-3 days before the event. Ask if they received the alert and encourage them to attend your event.

_ Coordinate any in-studio spokesperson interviews for TV, radio, etc. leading up to the event.

Day of event

_ If TV stations haven’t yet committed to covering the event, call assignment desks after 10 a.m. (following morning planning meetings) to determine if they will send a camera crew and when they might arrive. They may not be able to give a firm time but make sure spokesperson is available throughout the day.

After the event

_ Often local community newspapers will accept submitted photos and information for publication after an event. Send event photos with captions and details about the event as soon as possible following the event (a day or tw

Make your first bid raffle sheet bright, this way people wont miss it. More people will participate and increase revenue for your silent auction! Don’t know what a first bid raffle is??? Contact us today!!!!