If you are interested in having your organization’s news or event noticed at the New York Almanack, be sure to send a press release following these simple steps:
1. Focus on a single subject. Keep press releases to one subject – a lecture series, a single event, exhibit, conference, etc.
2. Be sure your press release is complete. In at least three paragraphs describe the what, when, where, and why of your event. Always include a paragraph describing your organization that includes a URL to your website, the location, hours, and admission fees. Spell out acronyms.
3. Write press releases journalistically. The best press release is one that the media reprints verbatim. Provide an easy-to-use, ready-made story. Write your press release to read as though you were a reporter. Avoid unnecessary hyperbole and never use all caps, italics, bold, or other strange formatting except where grammatically correct. Avoid exclamation points and rhetorical questions. Avoid “you” in favor of “participants” or “visitors”.
4. Include photos. If you don’t have at least one photo, find a relevant public domain image, or send along your logo. Consider also creating a poster or other image than can be shared on social media. ALWAYS include a caption with the source for your image. Send images as a jpg.
5. Provide enough lead time. Send your event notices two weeks in advance. If you are sending a late announcement be sure to indicate the event date in the subject of your e-mail.
6. Consider sending a flier or poster for social media. In addition to a press release consider creating a flier or poster for use with social media such as Facebook or Twitter. Send your poster as a jpg.
Questions? Comments? Drop the editor an e-mail at [email protected]
I use the Associated Press stylebook for reference. I think it gives credibility to the writer. My goal is not to give an editor a chance to say No.
Details such as using postal codes instead of AP state abbreviations and AM and PM instead of a.m. and p.m. just look more professional.