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Strategic Public Relations
Alerting Reporters, the AP and other Media Outlets
Alerting Reporters
Once you have the time, place, date, and speakers
determined, write a media advisory alerting reporters to
your press conference (see How to Write a Media
Advisory). About four or five days before the press
conference, distribute the advisory to the journalists
on your media list by fax and email. You may want to fax
and email the advisory again the day before the event,
since radio and television reporters and editors usually
decide whether to attend an event no earlier than the
previous afternoon, or even the morning of the event.
After you’ve sent out the advisory, call all the media
outlets on your list to make sure they’ve received it.
These calls allow you to pitch your news item and
encourage attendance. Give priority to print reporters,
who need more time to plan whether they will be able to
attend the press conference.
Fax Media Advisory to AP "daybook" Editor
About a week before your press conference, fax your
media advisory to the “daybook” editor at your local AP
bureau. The daybook lists news events taking place in
your area that week or day. The AP sends the list to all
its subscribers (newspapers and radio and television
stations) in your area every day. Editors, reporters,
and producers rely on the list to plan their coverage
that day or over the next few days. Call the daybook
editor to make sure he or she has received your media
advisory and plans to list your event. To find
information on your local AP bureau, visit www.ap.org.
Call all Media Outlets
The day before the press conference, call all the media
outlets on your list one last time to remind reporters
of the event.
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