Spread the word and get your story noticed

If you are organising an event for CHAS, don’t forget you can raise awareness of your event by telling your local media about it. Not only will it help encourage more people to attend, but it will also help us to reach out to more people, telling them about the vital work CHAS provides to families across Scotland.

Here are some quick top tips on the best way to contact the media and get your story featured.

How do I write a Press Release?

When contacting your local newspaper, radio, TV station or internet site, it is best to email a press release through to the news desk. A press release is the best way to make sure journalists receive all the information about your fundraiser in a short and simple way.

Key points:

• Keep it concise. No longer than two A4 pages/ 500 words
• Your first paragraph is the most important – it should summarise what the release is about.
• Always put the date you are sending the release at the top of the page.
• Try to double space the lines in the release so it is easy to read.
• Check when media deadlines are and give the media notice of your event – at least two weeks in advance is best.
• Include a quote from a named person who is involved in the story – it might be from yourself!
• Remember to include your name and telephone number at the bottom of the release in case journalists want to contact you for more information. A mobile phone number would be best.
• When sending your press release, email it to the news desk and copy the release into the body of the message. If the press release is sent as an attachment, journalists are less likely to read it.

Top tip: To make sure you have included all the details in your release, check that it answers the following five W’s- Who? What? When? Where? Why?

Who do I send the press release to?

Many media outlets will have a generic email and you can check the correct address by visiting their website or giving their news desk a quick call. In the morning is the best time to contact them, after 10am.

When you speak to a journalist try to interest them by giving a brief description of your event and let them know you can email a press release through to them. The journalist can tell you straight away if it’s a story they might feature. If they like the story, they may ask to come along and bring a photographer or radio microphone.

After sending through your press release you may want to follow up with the journalist a couple of days later, to check they received the release and to see if they are going to be using the story.

Top tip: When speaking to a journalist, ask if it is a good time to call. If they are trying to get things finished for a deadline they might prefer you call back at a better time.

Photographs

How do I get a press photographer to attend my event?

Is your event particularly visual? You may want to invite a press photographer along to the event, here’s how to go about it:

• Call your local media and ask to speak to the picture desk or if they don’t have one, a reporter.
• Give as much notice as possible ahead of the event.
• They will often ask for the details to be emailed to them - if so, you can e-mail your press release through to them.
• If they are unable to send a photographer on that day, try to take digital photos at the event and email them through to the news desk, with a press release afterwards.

Taking your own photographs

• Check with everyone before the photo is taken that they are happy for it to appear in the press. Permission must be given by a parent if this includes children.
• Make a note of who is in the photo and what their role was in the event.
• Give the names of everyone in the photograph from left to right and make sure you spell their names correctly.
  
  As an example, the credit for this picture is: “CHAS fundraiser Fergus Speed who was given race number 13 for his latest charity run in recognition of £13,000 he has raised for CHAS”. (Photo courtesy of John McIntyre)
• For further help dowload:  
   Top Tips to Taking Good Photographs for Marketing and PR Use (106.12 kB)
  
  Other ways to get your event noticed
  
  Contact your local CHAS fundraiser about your event and ask for it to be considered for the CHAS website. We also have a Facebook page and Twitter page where you can become a fan and tell our supporters what you’re doing to help CHAS.

For further information

We hope you’ve found this guide useful, if you have any queries please contact the CHAS press team:
Anna Jackson (PR Manager) and Gemma Smith (Press Officer) on 0131 444 1900.