Tips for Newspaper Interviews

Set Clear Goals for Yourself

You should never agree to an interview unless you are sure of what you want to convey. Not all press is good press. If you sound like you are uninformed of your message shifts erratically in the interview, you will not help your cause. Before you begin, consider how this article could be helpful to your organization and its ultimate goal. Then, think about whom you want to sway and what language or arguments would best accomplish that.

Use your goals to determine your “message.” Throughout the interview, you want a clear theme to develop. That’s your “message.”

Be Prepared

Before the interview, you should prepare possible questions you expect the interviewer to ask and come up with answers to those questions. Then make an effort to sit down, preferably with someone else to help you, and practice your responses. Try to be clear, concise, and interesting. You don’t want to drone on long after the reporter has stopped taking notes. Remember, you should have a clear message you reiterate when appropriate. For example, in preparing for your interview you and another organizer have come up with some possible questions the reporter might ask.

When brainstorming your responses, try to find ways to insert your message. You don’t need to use your catchphrase in every response, but the general message should be conveyed as often as possible. When practicing, try to anticipate difficult questions the reporter might ask you. Find different ways of answering the question and consider possible follow-up questions. When brainstorming responses to tricky questions, think two or three questions ahead to see where the reporter might try to lead you. It sounds like a lot of speculation, but it’s worth it when a little forethought can help you avoid a sticky situation.

In the interview, you want to respond to the reporter, not just answer her questions. That means you want to tailor your remarks in such a way as to lead the reporter back to your key point, your “message.” If you feel that the interviewer’s questions are straying away from the real issue, steer the dialogue back to the topic by saying something like, “That’s an interesting question, but I think the real issue is . . .” or “While that may be one aspect of the problem, the greater issue is . . . .” You don’t want to antagonize or appear to belittle the reporter, but you also don’t want to jeopardize the value of the interview.

The reporter has been trained to think of the interview and the story as theirs. Therefore, you shouldn’t expect her to docilely follow what you think the agenda for the interview should be. There’s a certain tension between any good reporter and her savvy interviewee. It’s your job to get your points across as effectively as possible and still maintain a mutually beneficial relationship. It’s in her interests to fold your perspective of the issue into the story they envision.

You should realize that most interviews will take place without a lot of preparation time for you. You shouldn’t expect to have much advance notice. Therefore, by the time you present yourself as a resource for journalists, you should have already practiced and given considerable thought to your interview techniques. You don’t want to be caught off-guard.

Understand the Reporter’s Needs

Some reporters at a newspaper have a specific beat, or topic area, that they are expected to cover and on which they can be very knowledgeable; others are general assignment reporters, or reporters who are expected to write on a variety of issues that may constantly change. When a reporter first approaches you for an interview, you should determine how much they already knows about the subject. Oftentimes, reporters new to the topic will inform you that they will need more than the usual amount of background information. This presents you with an excellent opportunity to educate them and strengthen your professional relationship. Good information from you now will make it more likely the reporter will rely on you in the future.

If you are working with a reporter new to your issue or organization, it’s a good idea to give them as much comprehensible background information as you think necessary to understand the issue. This doesn’t mean that you should fax them a hundred-page treatise. What you should do is give them one to two pages of background information and let them know about any informative and easy to use websites that are available. A bulleted fact there would be easy to read and quickly convey the key points. Remember that reporters need to prepare for interviews almost as much as you do. They’ll appreciate the extra information and the opportunity to prepare their questions in advance of the interview.

If the reporter is an old hand on the subject, you don’t need to steer them toward any information unless you think they is unaware of something new that is integral to the topic. In this case, you might want to mention the new piece of information and let them know where they can find it. If the reporter asks you about any new information, you should feel free to let her know about the latest data available, for example.

The Format

Most interviews take place over the telephone. The reporter may call you a few hours before her article is due and ask to interview you on the subject. They’ll ask you to spell your name slowly and to give them your exact title and the name of your organization. They may also ask you to succinctly describe your organization. You should have a standard description of your organization developed before your first interview.

During the interview, if you falter and inadvertently give incorrect information, make sure to correct yourself as soon as possible. Be as accurate, succinct, and clear as possible, even as you put forward your message. With practice, this will become second nature.

On the Record vs. Off the Record

Anyone who’s ever seen “All the President’s Men” has heard about on the record and off the record. On the record means that your words can be used in a story and attributed to you. Ninety-nine times out of a hundred, this is how you should be speaking to reporters. It’s rare that you would need to go off the record for any reason. Off the record is a gray area that is often dependent on different reporters. Before you enter this murky area, make sure that you and the reporter understand each other about how the information will be used. For the most part, off the record means that your information cannot be used in the article and the reporter cannot repeat it to anyone using you as the source. What the reporter can do is to ask other people to confirm what they have learned from you, on the record.

For an advocate, you should almost always restrict yourself to things that can be used on the record and attributed to you. If you’re giving reporters information that you don’t want to be linked to, you should realize that this situation could easily backfire on you. If you really feel that you must give this information, make sure to let the reporter know that this information is off the record BEFORE you say a word.

There are other categories for sharing information with reporters. One is called background. Saying something on background means that you don’t necessarily want the information to appear in the story, although it can, depending upon your agreement with the reporter. It cannot, however, be attributed to you. Background information is used to help a reporter frame a story or more accurately understand the context of the issue. The reporter might attribute it to “a source in the activist community” but that should not jeopardize your anonymity. While this information can be useful to the reporter, they will probably still try to have someone confirm the information on the record.

Not for attribution is another method of dispensing information. It can be used in the story, but it should be attributed to a “source.”

If a reporter uses a tape recorder to record the interview, it should be turned off before you provide any information that is anything but off the record. No matter your relationship with the reporter, mistakes can be made.

Remember, reporters aren’t there to protect you from yourself. If you volunteer too much information; forget to say that something is off the record before you say it; misunderstand what the reporter means when they says off the record, on background, or not for attribution, you’re going to be the one who’s hurt. The clearer you are in the beginning, the less damage control you’ll have to do later.

Ending the Interview

Once the interview has come to an end, make sure the reporter has your phone number (if they did not call you first) or other contact information such as e-mail to insure that they can get in touch with you if they has any follow-up questions as they is writing her story. Get their phone number as well, in case you have anything really important to add. If possible, find out when they expects the story to run. Sometimes, even when a reporter has written a story, it does not run due to the newspaper’s space constraints. You never know when a water main might break and drive you from relevance. In closing the interview, make sure to thank them for their time.

Collecting Clips

If this is the first time you have ever seen your name in print, you probably won’t need to hear this advice; however, it’s important to collect and file your clips. These clips can be used in soliciting other articles on your issues, can be included in press kits, used in testimony, brought to editorial board meetings, sent to funders, and analyzed for future interviews. And besides, they may come in handy for your organization’s 25th (or 50th) anniversary celebration!

Corrections

Hopefully, this won’t ever be an issue, but everyone is capable of making a mistake or misunderstanding something you might have said. If it’s a really grave error, call the reporter and let them know of the mistake, in a professional, non-confrontational way. If you come on strong, yelling and threatening to get her fired, you can pretty much say goodbye to any good relationship you might have had with them and, perhaps, other members of the press. Reporters are like the rest of us, they like to talk, and reporters have friends and colleagues who are also reporters. Always remember to be calm and polite in pointing out inaccuracies.

If the reporter is unresponsive to your request for correction and the mistake is something huge you have to set the record straight. Talk to the reporter’s editor at the newspaper and let him know calmly, professionally- that this information is inaccurate and damaging. If this article is one of a series that seems to show a bias against your organization by this reporter, you can ask to have another reporter cover your stories in the future. However, this should very rarely occur and you should be aware that it could diminish your coverage. If you are seen as troublesome, you could be bypassed by the media.

Conclusion

It’s important for you to remain self-assured no matter how nervous you may be feeling. The reporter has come to you as an authority. Be confident in your mastery of the material. With the proper preparation, there’s no reason to worry. The more interviews you do, the more comfortable you will be.

Getting in the Editorial/Opinion Pages

Why target editorial/opinion pages?

The editorial/opinion page is one of the most widely read sections of a newspaper or magazine. In addition to educating the general public about emerging issues, editorials, opinion- editorials (op-eds), and letters to the editor are effective ways to reach opinion leaders and key decision-makers in your state. Being featured in the editorial/opinion pages will help raise the profile of your organization and infuse your point of view into debates on important issues.

Venues for Getting in the Editorial/Opinion Pages:

Op-Ed: An opinion-editorial, or op-ed, is an opinion piece sent in by a member of the community. Traditionally, it was placed opposite the newspaper’s editorial page, hence the name op-ed. However, it has now come to be known as an opinion-editorial.

Editorial: An editorial is an opinion piece written by a member of a publication’s staff or a contributing writer or editor.

Letter to the Editor: A letter to the editor is submitted by a member of the community, usually in response to something that has previously appeared in the publication.

Writing an Op-Ed

An op-ed should call for change, critique policy and/or highlight a problem facing the community.

Make It Timely. Choose a current topic, or “news peg,” to hang your opinion on.

Know Your Thesis. You should be able, to sum up, your argument in one sentence. If you can’t, think about it more before you begin writing.

Argue. You are trying to assert your point of view. Express your opinion in a persuasive, argumentative manner.

Support Your Claims. Include a few key facts and/or statistics from studies. Effective use of research can reinforce your argument.

Use Plain Language. Write as you would explain your argument to a friend who is not familiar with the issue.

Be Brief. State your opinion clearly and concisely, back it up with facts and examples, and then conclude. Even a well-argued piece may be refused if it is too long.

Because each paper has specific criteria for publishing op-eds, it is best to call the editorial department of the newspaper or magazine you are targeting to verify their policy, prior to submitting your piece. Determine length requirements, to whom you should address the final version, and whether you should send it via fax, e-mail or regular mail.

Format

Introduction

Your first paragraph should grab your readers’ attention and compel her or him to read on. Start with a surprising image or interesting anecdote that sums up what you are saying. Next, either in the first or second paragraph, state your thesis.

Body

The body of your op-ed should consist of evidence that backs up your argument. Before you give evidence, you might want to provide a brief background. Then, in subsequent paragraphs, state the remaining points of your argument, using data for support.

Conclusion

In the concluding paragraph, it is sometimes a good idea to rephrase or reference the kicker you began with. Also, try to finish with a call to action or something that leaves readers feeling empowered to influence the issue’s outcome. At the very end of the op-ed, provide a one-line biography of the author. (In some cases you may actually write the piece, but submit it under your director’s name, making her or him the author.)

Along with your op-ed, submit a cover letter that outlines your major points using a few sentences or bullets (see example below). Also include the author’s name, address and phone number in the cover letter. If a decision is made to print the piece, someone often will call. Submit your cover letter and op-ed to the Op- Ed Page Editor. (At some outlets this person may be the Editorial Page Editor, or Commentary Editor. It’s best to call the outlet and ask for the name and title of the appropriate contact.)

Sample Op-Ed Pitch Letter

(Date)

Dear Op-Ed Page Editor:

Consumer groups, Republicans and Democrats in Congress, the President and even CEO’s have called for raising the minimum wage. This session, Congress will once again consider raising the Federal Minimum Wage.

Jane Union, President of Our Union—the organization for workers across our state—lays out in the enclosed op-ed compelling reasons for increasing the minimum wage:

Results in a direct increase in revenue for the state;

Creates much-needed jobs; and

Lifts millions of workers out of poverty.

I hope you will consider running the enclosed op-ed or editorializing on the subject. If you have any questions or need more information, please feel free to call me at 860-555-1212.

(signature block)

Placing an Editorial

Editorials outline a newspaper’s position on a newsworthy issue. Some possible editorial topics include: how the governor’s new budget will affect low-income people, what a new report on uninsured means for the state, or how a health care proposal pending in Congress will impact people in your community. The key is to convince the editorial writer(s) that the topic is relevant, newsworthy and worth taking a position on.

The first step in placing an editorial is to meet with editorial board staff members. Depending on the outlet, this may be a small or large group of the paper’s staff, including various reporters and editors. Call the Editorial Page Editor and ask who covers health for the editorial board. Then call that person, and describe the issue you want to discuss (e.g., a new study shows the number of uninsured children in Florida is increasing or the governor’s proposed budget will cut funding to vital Medicaid programs), and that you would like to meet with the paper or magazine’s editorial board.

The Meeting

The Editorial Board (ed-board) consists of writers and editors who meet on a regular basis to decide upon content for the publication’s editorial section. If the editorial board agrees to hear your case, here’s how to prepare:

Plan to present your case in 10-15 minutes. Know your thesis and prepare talking points to help you focus on the most important information during your presentation.

Give the editorial board members background information about the organization or coalition you are representing.

Bring studies, papers, and fact sheets to support your position. Your fact sheets are particularly important in summarizing the key points that you want the ed-board members to focus on. To make your viewpoint more credible, use various sources of data to support your claims.

Be prepared to answer questions. Editorial writers may want to ask you questions about related issues. Don’t feel you have to know the answer to every question or that you have to answer on the spot. It’s fine to say “I’ll have to look into that and give you a call,” or “Let me send you a study that can explain that issue better.”

To prepare, practice answering questions with someone who has only basic knowledge of the issue and with someone who knows the issue inside and out.

Remember: Since you will not be writing the editorial, your goal, in addition to getting an editorial about the issue placed, is to influence the way in which the publication addresses that issue.

Sometimes it is appropriate to bring one or two representatives from other groups who have the same position on the issue. An editorial board meeting is not meant to shine the spotlight on your organization, but to convince the paper to take a certain position, and bringing supporters or a list of groups that support your position can only help.

In Conclusion

Editorials, opinion-editorials and letters to the editor are wonderful venues for expressing your points of view. Without overdoing it, build a relationship with editorial writers and editors by keeping them updated from time to time about what’s going on as it pertains to the issues they’re working on. Gaining their support for an issue will better position your organization or coalition to get placement on the editorial pages and achieve success on the issues you care about.

Letters to the Editor


A letter to the editor is an opportunity for readers to correct and/or comment on an article or statement that recently appeared in a publication, voice their opinions to policy makers, and educate people in a community about issues. You can use letters to:

Writing Your Letter

Make it Timely. If you’re responding to a news story or someone else’s letter, try to mail your letter within a few days.

Be Brief. Your letter should be between 250 and 300 words, typed and double-spaced.

Use Plain Language. Write as if you are addressing a friend.

Localize Your Letter. Editors will be much more likely to publish a letter, and the letter will have much more impact if it demonstrates local relevance.

Use Your Credentials. If you have expertise in the area you are writing about, say so. Sign your letter to the editor with your affiliation if the letter is the only one (or one of a few) being sent. On the other hand, if you and coalition members are writing letters to the editor as part of a targeted campaign, you should not include your affiliation. Publications will usually not print letters that they think are part of a letter writing campaign.

Address it Properly. Your salutation should be “Dear Editor.”

Keep a Copy. If your letter is published, compare your original with how the newspaper or magazine printed it to make sure the intent of your letter wasn’t changed by editing and that no crucial points were eliminated. It will also help you write a better letter next time.

Sign it. Remember to sign your letter and provide an address and phone number. The publication will usually contact you if they’ve decided to print your letter.

Format

Introduction

Letters to the editor are used to respond to a news event, not to create news. Therefore, in writing a letter to the editor, you generally want to begin by referring to the article to which you are responding. In the first paragraph, give the title of the article and the date it was written. The first paragraph should also state your reaction to the article.

Body

The body expounds on the article you are responding to and explains why you agree or disagree. If the article that was written missed an important point, say so, and explain why it is important. If it did not provide the full story, give the full story. If someone gave an explanation that was unclear or misleading, clarify the point for the newspapers’ readers. Inject anecdotes, quotes, statistics, and any other information that supports your point. (Make sure all facts and figures are correct.)

Conclusion

In your final paragraph, include a call to action for members of the community. This will vary depending on the circumstances. It could be calling their legislator, attending a rally, or organizing a campaign. Whenever possible, suggest a call to action to motivate readers. Often the letters to the editor section of the paper give guidelines for sending a letter. If this information is not published, call and ask the paper’s desired method (mail, e-mail, or fax) of receiving letters and the preferred letter length. Be aware that the newspaper or magazine may shorten your piece if they decide to publish it.

Tips for Television Interviews

Anticipate the Reporter

Before you ever walk into an interview, your message should have already been established. Message development can take a lot of time and thought so it should be done in advance of any media opportunities. You never know when you’ll have the opportunity to talk to a reporter.

When news breaks and you are asked to respond, the first thing you need to do is think of how the news affects your message. How does your organization feel about the governor’s proposal? Is it a real solution to the problem of the uninsured or is it merely a political prop for the governor’s re-election campaign? These are the kinds of questions you may be asked, so be sure to have clear responses that push your perspective.

After you set your message, sit down with a colleague and think through the kinds of questions you’ll be asked. Carefully craft short, interesting responses. Remember, this is your opportunity to have your message heard. Repeat your message relentlessly and find ways to include it in your response to every question. Practice responding to tricky questions and ways you can shift the reporter’s questions to those more in line with your message.

Once you feel comfortable with your message and your ability to stick to it, begin looking at the way you convey your message. It’s important that you look natural on-air so, if possible, try to videotape yourself during these mock interviews. It may seem silly at first, but it will give you the opportunity to critique yourself. If you have done a television interview in the past and have a copy of the tape, make sure to look at that as well. It may give you some ideas about how to improve your posture, gestures, enunciation, and eye contact.

Appearances Count

When you are being interviewed, sit up straight and look directly at the interviewer. Resist the urge to look directly into the camera lens. This comes off as overly aggressive and unsettling to the viewer.Try to keep both feet flat on the floor.

Use gestures to make a point. Some people find that holding a pen in an interview helps them with their nerves and gives them something to do with their hands. What you don’t want to do is look stiff or artificial.

Speak clearly, enunciating your words. Most of us tend to speak quickly when we’re nervous. Try to control the speed at which you speak. Because you’ve practiced so much, the content of your speech should be second nature. Relax and concentrate on the interviewer. Remember to use your voice as a tool to convey doubt or approval. Using active words to describe the situation will also help keep the viewer’s attention.

Smile and be engaging throughout the interview, even when you don’t think the camera is on you. The reporter will appreciate this and the audience will pick up on it as well. You don’t want to look and sound dour no matter how much you may dislike the governor’s proposal. You want to appear active and  upbeat.

What to Wear

Your clothes are very important in a television interview. This is a visual medium and you want to look as polished and profession as possible. In choosing your wardrobe for television interviews, avoid anything distracting or unflattering on camera. You may love that brightly patterned sweater but the camera doesn’t. It can distract the viewer from listening to your message. Therefore, try to stick to dark, solid clothing. Avoid white and light-colored clothing. Too much jewelry can also be distracting. Sometimes necklaces rub against lavaliere microphones, obscuring your voice. Large, dangly bracelets can also be distracting, especially if you are using your hands to gesture. If possible, remove your glasses or wear contacts as the lens may cause a glare. However, if your vision is so bad that you will be squinting, definitely leave the glasses on!

What to Bring

Always make an effort to bring a press kit. Especially include materials such as your report on the uninsured and a one page executive summary. The producer may ask the graphics department to adapt some of your charts and graphs to be shown on air. You may also want to bring one page of notes with you. While you don’t want to be reading from notes, if you do have specific points you want to make you should feel free to have them handy. The reporter may wish to interview someone in the community who is uninsured. If you have someone who would be willing to speak, bring his or her name and telephone number with you.

Follow Through

Once you have finished, thank the reporter for his or her time. Make sure he or she has your business card for future reference. Find out when the interview will air and ask for a copy of the interview, if possible.

If you cannot get a copy of the video from the station, make sure to record it yourself. Review the tape to see how you might improve for future interviews. You can also use the tape for showing your board of directors.

Conclusion

Despite the amount of preparation involved, television interviews are very important to master. The more time you take perfecting your message and “stage presence,” the more likely you’ll be asked back to do more interviews on health care topics. Many people clamor to do television interviews and then don’t do the preparation necessary. As a result, they end up looking stiff and unnatural. You can always spot the television novices; they stare into the camera like deer in your headlights and barely manage to raise their voice above a whisper.You can bet they won’t be asked back. Producers love to find people who are knowledgeable about their subject are and give good interviews. This is definitely the reputation you want to cultivate.

Tips for Radio Interviews

Format

In radio interviews, you not only need to be knowledgeable about your subject, you also have to be savvy about the format itself. Try to find out as much as possible about any media outlet that approaches you for an interview. Outlet’s another name for a news organization or media group. Research the station, program, and the interviewer. Using the Internet or a media directory such as Burrelle’s or Bacon’s, you should be able to find out who their target audience is, if the program focuses on news, business, or current affairs, and whether or not it has a political slant.

It’s important to have this information because it will help you prepare for the kinds of questions you might be asked. Knowing that you will be interviewed on the most conservative talk show in the state will not only help you decide whether or not you want to do the interview, it can also help you tweak your message and anticipate the hard questions.

The first thing you need to find out is what the format for the interview will be. There is talk radio shows that will let you speak almost without constraint for thirty minutes or an hour. Then there are news shows that will give you five to ten seconds to make your case. Although the preparation for both is largely the same, the short news clip, requires much more discipline.

Sometimes talk radio shows invite other guests to speak during the program. If you will not be the only guest, find out how the producer is arranging the show. Will you be speaking at the same time as the other guest, in a debate format, or will you be alone for part or all of the interview? Some producers will book one speaker for the first thirty minutes of the show and an opposing voice for the second thirty minutes.

You also need to know if you will be taking call-in questions. You can find out by asking the producer who booked you or by looking in one of the media books. Learning about the demographics of the radio station will help you brainstorm likely questions.

Think of this as opposition research. You know that the same message will not work with every audience. Therefore, take the time to research the station’s audience and particularly, this program’s audience. You don’t have to radically alter your goals, but you should see the benefit in taking a different tack with very liberal and very conservative audiences.

Know Your Message

No matter how long you have to speak, you must stay on-message. Otherwise, the interview does you no good and may do you a lot of harm. Before you talk with the reporter, write down what you need to convey as simply and clearly as possible. If you are doing a short news segment, you will have to cut your message to its most basic form.

Don’t be nervous about repeating yourself over and over. In a taped interview, some of your comments may be cut. Therefore, you want to make sure that you convey your message within every response to every question.

Sometimes reporters will try to bait you with a trap questions. Practice deflecting these kinds of questions with phrases like: “While you may have a point, the real issue is . . .” or “I don’t believe that is an issue, what is at stake is . . .”  If you’re in doubt about how to deflect unwanted questions, watch televised press conferences or listen to public radio interviews to see how other people handle them.

Prepare

Just because you know this topic inside and out doesn’t mean you shouldn’t prepare for the interview, especially if this is the first time you have been interviewed by this reporter or been a guest on this program. Run through the questions you may be asked with someone who can critique your responses. Feel free to write up notes and use them during the interview, just don’t rustle your papers.

Try to listen to the program a few times before your interview to get an idea of the kind of questions the interviewer and his or her listeners will ask. Ask someone to run through sample questions with you and get feedback from several people.

Interview Confirmation

Before the interview, make sure you have the directions and the correct day and time of the interview. Sometimes interviews take place at a radio station and sometimes they can be conducted in your office or even over the telephone. Make sure you know who is going where or who is calling whom.

Feel free to ask the reporter how long the interview is scheduled to take and if it will be live or taped. Make sure you know the name of the reporter who will be interviewing you.

Pre-Interview

Often, the interviewer will request a pre-interview. This may take place a few days or a few minutes before the interview. He or she will take this opportunity to ask you a few questions about the subject. Some pre-interviews are thirty minutes long and some are about 5 seconds! Use the pre-interview to find out what the reporter is looking for from the interview. You can often get a sense of where the reporter would like to take the interview from the pre-interview.

Radio reporters, like print reporters, do not have time to become experts on every subject. They depend on the people they interview to help them better understand the subject. However, do not be lulled into thinking that the reporter will merely ask you soft questions. Reporters are trained to think critically. If there’s a chink in your armor, it’s their job to find and exploit it.

Consider creating a booking sheet to keep track of important interview information. Booking sheets are useful for monitoring interview requests and station/program-specific information.

Here’s a sample booking sheet:

During the Interview

Remember to speak slowly and clearly during the interview, even if the interview is a very short “soundbite.” A soundbite is a clip, usually not more than one to two sentences, that reporters insert into their stories to provide a first-hand or expert perspective. You don’t want to speak so quickly that no one understands the wonderful message you’ve worked so hard to craft.

Here’s a checklist of things to remember for soundbite interviews.. See page 4 for a sample booking sheet. It should also serve as a checklist of important information you should ask producers when scheduling an interview.

If you have a high or squeaky voice, practice speaking slowly and lowly. Likewise, if you are apt to speak in a monotone, try to liven up your speaking style. Ask a trusted friend or colleague to listen and critique your style. You can also record and listen to yourself. Try to be as entertaining and active as possible. Give free reign to your action verbs and use your voice as a tool to convey mood. If you’re happy about recent legislation that would encourage more dentists to accept low income children as patients, let that come through in your voice. Use inflection to vary the rhythm of your sentences. For more pointers, listen to your local NPR affiliate. These broadcasters have mastered the art of holding the audience’s interest through their voices, no matter the subject.

After the Interview

Thank the reporter who interviewed you. Make sure he or she has your business card and one of your press kits, if possible. Ask when the program will air and find out if you can get a copy of the tape for your archives. This is important for many reasons. You can review the cassette to see how you might improve. Pay careful attention to your enunciation and the speed at which you speak. Listen for how well you responded to questions and stayed on message.

Conclusion

The ability to speak well and convey your organization’s message is an important tool. Being able to give good interviews that further your goals, inform the public, and are interesting and newsworthy to journalists takes a lot of preparation. However, the benefits are clear. With practice and preparation, you’ll never say, “um” again.

Staging a Successful Press Conference

Why Hold A Press Conference?

Press conferences are often more effective than simply working one-on-one with the press. Through a press conference, you can reach out to many more media outlets and ultimately more people. The time and effort you commit to the press conference will determine how much earned media you will generate. If done successfully, you can heighten your organization’s visibility, recruit new members, and volunteers, and disseminate your message.

The Event

The first step in organizing a successful press event is finding and securing a location and, more importantly, confirming speakers. you can also think of some creative visuals that fit in with the theme of the press conference. When used effectively, a key location and good speakers can be great tools for luring the press to your event.

Venue

The most important consideration when finding a venue for your press conference is its proximity to the press. The press will be more likely to come to your event if you go to them. Therefore, capitol buildings and places near the press usually have a better turnout than  those held in locales that require the press to travel. In addition, think about how the location fits in symbolically with the theme of your event and your message. If you must decide between a spot close to the press and a thematically perfect place, you should choose the convenient one or else risk losing some reporters.

Speaker

When considering what speakers to invite, you should not only be conscious of who will best deliver your message, but you should also remember that the key is to get speakers that the media wants to hear from. Speakers should be used as a means for recruiting reporters. Local elected officials, state legislators, and key community leaders are good people to ask. In addition, you can personalize the event and put a face on the issue by asking someone to share his or her personal story. Make sure to keep in mind that elected officials have busy schedules, so the sooner you ask them to speak at your event, the more likely they are to be available.

You should also ask your speakers if they are willing and available to interviews on local television programs and radio stations. In addition, see if they can be available after the press event for interviews with reporters and camera crews who attend.

Visuals

Visuals and other thematic gimmicks can also help you entice reporters to the event. A visual image can give your message a local edge and will work best if you have TV stations covering your event. Nevertheless, finding visuals should come after you’ve found a convenient location and recruited stirring speakers.

Getting Your Event Covered By The Media

The most important part of organizing a press conference is getting the media to cover your event. Many people feel that by simply emailing a media advisory and a press release, they will be guaranteed a room full of reporters the day of their event. In reality, these releases must be augmented by phone calls, follow-up calls, and persistence.

The procedures for courting these different media outlets differ slightly. Here are some tips on the best ways to approach each of these media outlets.

Television

Setting up interviews on local TV programs

In the first week of planning, call the producers of local television programs to let them know about your upcoming event. Explain that you spokesperson and speakers will be available for interviews the day of the event. Local morning shows are always looking for people to interview. If you call them early enough, you have a better chance of getting on their show. your pitch should highlight the local angle of your press conference and should sell your high-profile speakers. In addition, let them know if you have any individuals who are willing to share their personal vignettes. If they tell you they are booked, let them know that you will be calling them a couple of days before the event in case they have any cancelations. Make sure to keep them in the loop and to send them the same information you send everyone else, such as a media advisory, a press release and other supporting materials.

Getting a TV crew from a local news station to your event

Email a media advisory to the assignment editors of the TV station a day or two before the event. Make a follow-up call to make sure they have gotten your email and, more importantly, to confirm that your event is on their calendar. If you still have not heard if a station will be covering your event, give the assignment desk a call the morning of your press conference. Assignment editors meet every morning before 9 a.m. to go over their daily assignments. Therefore, you can give them a reminder call that morning. This will prompt them to mention your event during the morning assignment meeting, and it will also give you the opportunity to hear if they are planning on attending the event.

Getting on the local news

Email a media advisory to the TV station producer a day or two before the press conference. If your local news has a health beat reporter and producer, make sure they get copies of the media advisory, as well. Make a follow-up call to confirm that the producer received you email and to pitch your story. Your pitch should highlight your local angle, any noteworthy speakers attending the event, and individuals who will be available to share their personal stories.

Don’t put all your efforts into getting on the evening news. The noon news is easier to get on, and many times TV stations will replay the noon piece during the evening news.

Radio

As with TV programs, contact state radio news services, local NPR stations, and local talk radio stations well in advance about your event. Let them know your spokesperson will be available for interviews, and offer up any speakers that have agreed to be interviewed as well.

Try to schedule and tape shows a week in advance, making sure the radio station understands and agrees to air the interview the day of the event. By taping in advance, you can free up your time for print and TV.

If the radio program is booked, follow up closer to the date in case they have any cancellations. Keep the radio stations in the loop with an emailed media advisory and other pertinent information.

Print

Email a media advisory to the reporters or assignment editors of all the newspapers and newsletters on your press list. Don’t overlook editorial writers, and make sure you give them the same information and attention you give your reporters. In addition, reach out to weeklies, minority newspapers, and, when appropriate, senior papers. Always follow up with a pitch call. During this call, pitch the event and highlight what will be released at the event, any noteworthy speakers, and any individuals who will be available to share their personal vignettes. Leave them your phone number and email address in case they want any more information.

When releasing a new report or study, you may decide to send it to reporters early so that they can process the facts and figures. If this is the case, make sure they understand and agree that the report is embargoed until your release date and time. Do not share any information with any reporter until they have agreed to repeat your embargo.

Another way of contacting reporters to inform them about your press conference is via email. However, you should make sure to follow up these emails with a pitch call. Most reporters receive hundreds of emails a day, and therefore it is always worth your while to give them a call. Your pitch calls to reporters should be done between 10 a.m. and 2 p.m. Most reporters start their day at 10 a.m. and will be working under s a deadline after 2 o.m. Reporters et irritated when they receive calls after 2 p.m. that do not have anything to do with the story they are working o at the time.

News Services

Contact daybook editors two days before the event with an emailed media advisory. The daybook, a calendar of news events, is distributed to reporters daily through news services such as AP and Reuters. Daybooks are a quick and easy link to many newspapers and are a rest way of maximizing the number of outlets you reach.

After you have emailed the media advisory, give the daybook editor a call to confirm receipt of the advisory.

The Day of the Event & Making the News

On the day of the event, make your final round of follow-up calls. Call assignment editors at the TV stations and get a count of what cameras will be attending your event. This will give you a feel for what to expect at your event.

Get to the event early with press packets, a clipboard with a sign-in sheet, name tags for reporters ( especially helpful if speakers will be taking questions from the audience), any stickers that you make be giving out, and pens. Set up a media sign-in table with the press packets and a sign-in sheet. The sign-in sheet should ask for each reporter’s name, his or her affiliation or organization, and a contact number. This list allows you to see who attended your event, update your media list and, more importantly, see who did not come to the event. The media sign-in center should be set up in a highly visible spot. If you are unable to set up a table, you can stand with a clipboard and your press packets. This is also a good job for an eager volunteer or intern.

Introduce yourself to each reporter, hand him/her a press packet, and ask him/her to see you if they need any more  information or have any questions. Let reporters know what speakers will be available for interviews following the press conference. This is a great opportunity to build relationships with these reporters.

Following the event, call through the list of attendees. Ask if they need anymore information, and offer up your spokesperson if they reporter did not speak with him/her at the event. In addition, to this, cross-reference the list with your press list and call through the non-attendee. Just because they did not attend the event does not mean they will not cover it. Make sure to email them a press release and to send them a press packet as will . Call these reporters and follow up to make sure they have received the information and to see if they have any questions. With a bit of persistence, you can talk your story into the news.

If No Press Attend the Event

In an ideal world, your calls and hard work will produce a roomful of reporters and TV cameras. Nevertheless, the reality is that on some occasions, no reporters attend an event. If this happens to you, don;t give up. This does not mean they will not cover you event. First of all, hold the press conference as if the room were filled with reporters. In situations like this, it helps to have a built-in crowd to make up for the reporters. Immediately following the event, take your speakers to newspapers and radio stations and offer them up for an interview. If you speakers are unable to attend, you can stop by to hand deliver press packets and let them know you are available for interviews. If this is not logistically possible, email out your press release and press packet to everyone on your press list. Tell them about your successful event and pitch the story. After all, they won’t know that there were no reporters at your event.

Conclusion

Press conferences are an excellent method of disseminating information and raising your organization’s visibility. In order to stage a successful press conference, it is important to take the time to recruit the right speakers and find an appropriate location. If you want your press conference to receive media attention you should leave no stone unturned when reaching out to reporters. By planning ahead and engaging in both long-term and short-term pitching, you can ensure solid media coverage for your event.

Timeline

First Week of Planning
-Find and Secure a Location
-Recruit and Confirm Speakers
-Contact and Schedule Interviews with Local Television Programs

Two Days Before the Event
-Send out Media Advisories and Make Follow-Up Calls
-Contact Daybooks (AP & Reuters)
-Reach out to Smaller Papers, Minority Papers, Weeklies, Senior Papers and Radio Outlets
-Email Media Advisory to Local Television Programs
-Schedule and Tape Radio Interviews in Advance to Air the Day of the Event

One Day Before the Event
-Brief Speakers on Message and the Event
-Make Follow-Up Calls to the Media
-Email and Call Reporters With Whom You Have a Relationship

The Morning of the Event
-Make Morning Calls to Television Crews to Get Count of TV Crews
-Make Morning Calls to Reporters to Confirm Their Attendance
-Arrive Early with Press Packets and Set Up a Table or Volunteer with a Sign-In Sheet for Reporters

Immediately Following the Event
-Email News Release and Make Follow-Up calls to Non-Attendees
-Make Follow-Up Calls to Reporters Who Attended the Event to See if they Need Any more information.

Pitching Your Story

Choose a target outlet/reporter. If your story is a big one be sure to select a target outlet that has the most reach. Statewide issue? Target the newspaper of record for your state (e.g. LA Times, Chicago Tribune, etc.) Local Issue? Target outlets that cover that area. Make sure the reporter is a good fit. Have they written about this issue before? Pitching a story about a piece of legislation to a reporter who doesn’t cover politics won’t work.

Read the reporter’s prior articles. Read their articles and note their interests, themes, and the way your story would extend their subject matter further. When you make your pitch, let the reporter know how your story might fit into their prior work. Try to see it through the reporter’s eyes—how will this piece be of interest and need to the reader? How will it meet the goals of their publication and assignments?

Pitch a story—don’t pitch your organization. Your organization by itself is not newsworthy; however, as part of a broader story you can get your organization’s message out. Think of what makes your story newsworthy and how the reporter you’ve selected might cover it. Prepare your pitch from that point of view. Make your pitch by email and give the reporter a day to respond. If you don’t hear back, perhaps the next step is a call. When you call, refer to the email you sent. Regardless of whether the reporter has seen it, re-send it as a courtesy as you are speaking to allow the reporter to scan the email and respond.

Be respectful of the reporter’s decision. The reporter will let you know if they think the story is newsworthy. If their response is no, be respectful of their decision. You will be more successful by respecting the reporter’s right to say yes or no, while providing them with meaningful reasons why the story is a good fit for them. Is the story an exclusive? A take or angle that hasn’t been done before? Is it a highly timely topic or cutting edge? All of these ideas will help your pitch be successful.

Get straight to the point. Reporters are always working on deadline and their time is precious. Let them know immediately what your story idea is, and what your reasons are for thinking it’s a good idea. If they agree, follow through quickly with the next steps. If not, why not? This conversation will help you refine the pitch for another reporter and also help you build a better relationship with this reporter.

Don’t call repeatedly. Many reporters will leave a voice mail message or email auto reply if they are unavailable. If you leave a message, one message in a day is plenty. Refrain from using their cell phone unless the matter is genuinely urgent. They’ll appreciate your courtesy by using the means in which they prefer to be contacted.

Consider using Twitter. Many reporters will post on Twitter where they are  and what they are doing that day. This will help you time your call for after they’re done. Some reporters will also respond to direct messages through Twitter faster than an email or phone call.