How to Write a Press Release

http://plan.lib.fl.us How to Write a Press Release Mic Users: You can mute your mic at anytime by pressing the mic icon on the attendees list in the control panel. Most of the time, your mic will be muted once the webinar starts. Questions: If at anytime you have a question, please type your question in the text chat box on the lower portion of your control panel. Audio: If you are having trouble with the audio portion, please exit and log in again. If you need to call in, dial +1 (408) 650-3123, Access Code: 877-485-757. This project was funded under the provisions of the Library Services and Technology Act from the Institute of Museum and Library Services, and administered by the Department of State’s Division of Library and Information Services.

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http://plan.lib.fl.us Why Send a Press Release? • Upcoming event • New staff or staff promotion • Substantial donation received • Share survey results • New service offered • Celebration (National Library Week, etc.) • Staff member wins an award

http://plan.lib.fl.us Send It To Whom? • Any daily or weekly newspapers that cover your area • Any television and radio stations that cover your area • Any community newspapers in your area

http://plan.lib.fl.us Grammar and Style • Use correct grammar • Proofread! • Use action verbs (go, work, decide) • Avoid overreliance on “being” verbs (is, are, was, seemed) • Avoid the passive voice (“It was decided” versus “She decided) • Vary the length and structure of sentences

http://plan.lib.fl.us The Format

http://plan.lib.fl.us Inverted-Pyramid Style

http://plan.lib.fl.us Other Tips • Use short paragraphs. • Use capitalization sparingly. • Be consistent in style. • Keep the newspaper deadline in mind. • Include quotations. • Include photos. • Include press releases on your website.

http://plan.lib.fl.us Quotations There is not such a cradle of democracy upon the earth as the Free Public Library, this republic of letters, where neither rank, office, nor wealth receives the slightest consideration. -- Andrew Carnegie

http://plan.lib.fl.us Photos and Other Files

http://plan.lib.fl.us --More-- and ###

http://plan.lib.fl.us Before Sending… • Is this story really newsworthy, and will it interest the intended audience? • Does this story answer all the questions it is likely to raise? • Will this story, if covered, advance the library’s objectives? • Are all the facts and figures in the story accurate?

http://plan.lib.fl.us Sample Press Release March 10, 2017 FOR IMMEDIATE RELEASE Bestselling Author Tim Dorsey at the Library (BAYTOWN, Fla.) – Bestselling author Tim Dorsey will be at the Baytown Public Library on March 27, 2017, from 6 p.m. to 7 p.m. as part of his Shark Skin Suite book tour. -- MORE --

http://plan.lib.fl.us Dorsey writes hilarious crime capers, and he is frequently compared to Dave Barry and Carl Hiaasen. All of Dorsey's eighteen novels feature Serge A. Storms as the primary character. Serge has several coexisting mental illnesses that render him obsessive, psychopathic, schizophrenic, and frequently homicidal, but Serge serves as the anti-hero in Dorsey's works due to his strong sense of moral absolutism and justice. His co-pilot in his adventures is Coleman, who is the exact opposite of Serge. In Shark Skin Suite, the Sunshine State’s favorite psychotic killer and lovable Floridaphile Serge Storms has found a new calling, legal eagle, and he’s going to make a killing as a crusading attorney—and star as a dashing lawyer on the big screen—in this madcap escapade. -- MORE --

http://plan.lib.fl.us “We’re excited to have Tim Dorsey back at the library,” said Jane Smith, Public Relations Guru for the Baytown Public Library. “He’s as funny in person as he is in his books, and delights his fans with his anecdotes.” Dorsey will sell and sign copies of his books as well as various Serge-related items, including t-shirts, hats, and his own brand of hot sauce. Credit cards accepted. The Baytown Public Library is located at 940 South Bay Street, Baytown, FL. For more information, please visit baytownlibrary.org or call 985-3574. ### For more information, contact: Jane Smith, Public Relations Guru janesmith@baytownlibrary.org (923) 985-3575.

http://plan.lib.fl.us The media want to do a story! Now what?

http://plan.lib.fl.us Tips for a Newspaper Interview • Have a copy of the press release in front of you. • Brainstorm your responses ahead of time. • Don’t ramble. • Find ways to insert your message into your response. • Have a standard description of your library ready to go. • If you give incorrect information, correct it ASAP. • Nothing is off the record.

http://plan.lib.fl.us Tips for a Television Interview • Choose your outfit wisely. • Practice your sound bites. • Ask how long the live interview will last. • Control your body language. • Slow down your speech. • Pitch your voice a little lower than normal. • Smile!

http://plan.lib.fl.us • Be prepared. • Be positive. • Be honest. • Be brief. • Be yourself. • Be comfortable. • Relax. • Be energetic. • Be focused. • University of Florida IFAS Extension: Preparing for a News Interview, http://edis.ifas.ufl.edu/wc021. REVIEW

http://plan.lib.fl.us Resources • The Associated Press Stylebook and Briefing on Media Law • The Public Relations Writer’s Handbook by Merry Aronson, Don Spetner, and Carol Ames • University of Florida IFAS Extension: Preparing for a News Interview, http://edis.ifas.ufl.edu/wc021.

http://plan.lib.fl.us Social Media Best Practices April 10, 2017 10 a.m. CT (11 a.m. ET) rburgess@plan.lib.fl.us

How to Write a Press Release