How to Write a Media Advisory in 2023 (+ Free Template)
An invitation to the media to attend a forthcoming event is made via a one-page media advisory. Follow the guidelines for writing a media advice, choose your target market, create your title and body, and then send it to media outlets. Learn how to draught a media advisory that gets attention and encourages media coverage by downloading our free template below.
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Free Media Advisory Template
It is crucial to adhere to the structure that journalists require. We developed a free media advisory template that you can download that complies with the typical media warning structure and criteria in order to make it simple. Utilize it as you write one by following the five stages listed below.
1. Format Your Announcement
Prior to creating a media advisory—also known as a press advisory or media alert—it’s crucial to have the layout and structure correct. If you want the media to read your announcement, structure it according to industry standards so that the reader knows exactly where to seek for relevant event information fast. To help you save time, the media advice template above is already properly structured.
Your logo is centred at the top of the header, and then the contact information is placed to the left. This should include the name, contact information (such as a phone number, email address, and website), and additional information.
The headline appears beneath the header and has to be centred with a bold font that is a little larger than the rest of the advice. This can be followed, if desired, by an italicized subhead line. When deciding whether to attend or cover your news, a journalist may simply look at the headlines, so they must be attention-grabbing and interesting.
The remainder of the warning describes your news in more depth. Answering the what, who, when, where, and why questions as outlined in the media advisory template above is one approach to guarantee that your announcement has all of the information journalists want. Finally, provide any enticing information that would encourage people to go, including the chance to acquire exclusive images with high-profile figures or celebrities.
Hire a skilled graphic designer on Fiverr for as little as $5 if you want to spruce up the style and appearance of your guide to make it more appealing to media. Alternately, employ a reputable press release writing service like releases to format, produce, and deliver your press advice for the best chance of garnering media attention.
2. Identify Your Audience
Next, decide who your target audience is and how to appeal to them. It is crucial to know and comprehend your target so that you can speak about what will particularly interest them.
The sort of event you’re marketing is the greatest indication of your press advisory audience demographics. For instance, you want reporters and journalists to attend a press conference for business or news. On the other hand, you would probably choose to send a social scene writer to a nearby fundraising event. Make sure your advice is written in a way that clearly invites the media types you want to attend.
Reporters for the majority of media outlets cover important subjects including politics, education, small businesses, or technology. Focus on writing towards the media professionals who would be most interested in your event. When writing your advice, keep in mind the individual reporters you are going for who cover happenings in your business by reading some of their pieces.
3. Write Your Headline
Making a fantastic headline is essential if you want folks who notice it to be intrigued enough to read the rest of your article and come to your event. Your advisory’s title, which should be between 65 and 80 characters long, serves as its summary.
Here’s how to write a compelling headline:
Be concise and straightforward:
Make sure your title is simple to grasp, and limit the number of characters you can use to 65 to 80 (including spaces). In the list of search engine results displayed on Google and in searches conducted on smaller displays, such as mobile devices, your title is likely to be truncated if it is too long.
Tie it to a trending topic or current event:
Tie your event to a hot issue to effectively increase interest in it. You may, for instance, make a connection between an event you’re holding in October and Breast Cancer Awareness Month. By doing this, you will make your event timelier and you could attract greater attention from those who might not have otherwise attended.
Lead with a value proposition:
Media warnings aren’t being read by journalists looking for something to do on a Friday night. They are seeking for pertinent information that they may use to develop articles for their media sources. The easiest method to get their attention is to start off with the major justification for why they should come to your event.
4. Detail Your Event in the Body
Once you have a headline, include all the necessary details about your event. Media alerts should only contain the most important information, such as the event’s location, date, topic, and purpose, and should not exceed one page in length overall. Like press releases, it’s ideal to keep your announcement to 500 words or less in total.
Describe the event, what will happen, and what people may expect to experience. Will there be a nice photo or narrative opportunity, for instance? There will be who? Will there be any famous people or influential people there? Next, provide information on the event’s time and location, as well as other necessary specifics, including registration details or parking and driving instructions.
5. Distribute Your Media Advisory
Once your media notice is prepared, choose a distribution strategy to reach journalists who are interested in covering the event. About five to seven business days prior to a corporate event, such as a press conference, advisories should be sent out.
The day before, a follow-up reminder alert might be given to any interested media to re-engage them. Additionally, bear in mind that since these kinds of organizations plan editorials months before publication, your advice may need to be delivered far in advance of high-profile events or to ensure coverage from magazine writers.
There are two main ways to distribute advisories, and for maximum reach, it’s best to use them in combination:
Direct contact with media contacts:
You can send your alert via email straight to local news media contacts if you have a list of them. Do not, however, attach your recommendation as a document. Instead, immediately copy the content of your advice into the body of your email. In this manner, it has a higher chance of being read and a lower chance of ending up in a spam folder.
Use a distribution service:
Using a professional press release distribution provider, such as Newswire or EIN Press wire, is the simplest approach to reach a large yet specific audience. Your paper will have the highest chance of being noticed and attracting news coverage if you receive the most exposure possible.
Follow up with the media outlets that received your media alert once you’ve delivered it. The easiest method to get journalists to commit to attending your event is to follow up with them. Additionally, because the majority don’t bother making a follow-up phone contact, it makes you stand out from the hundreds of other people that sent media advisories.
When to Use a Media Advisory vs a Press Release
When you want the media to cover an event, you should write and send a media alert. In contrast, if you want the media to cover a newsworthy story about your company, you should produce and distribute a press release. Press releases can also be used to announce the opening of a new location, the appointment of a new executive team member, or the receipt of a notable award.
Depending on the action you want the receiver to do after getting it, you should use which. An advisory is a one-page, information-only invitation that is delivered solely to members of the press. Its purpose is to entice them to go so they may report on the event firsthand and create their own news story.
Press releases, on the other hand, are formatted more like articles and intended to be disseminated in their current state. It includes important details and data intended to spark public (and media) interest in a news release that may or may not be connected to an event. A press release’s ultimate objective is to get its information spread and picked up by both small and major media sources for increased coverage and exposure.
Head here to learn how to create a press release, which also provides a useful release template to guide you, if you believe a press release is more appropriate for your requirements and objectives.
Frequently Asked Questions
What’s the difference between a press release & a media advisory?
The target audience and the purpose varies between a press release and a media advice. A press release is a public relations announcement that is primarily targeted at a certain audience and is based on a narrative. A media advisory, on the other hand, is a news release created especially for journalists to ask them to attend (and often cover) a media-friendly event. It may or may not include an invitation to an event.
What mistakes should I avoid when writing a media advisory?
Writing a media release without include the details the media needs to attend, such as the date, time, location, and RSVP information, is the worst error to avoid. You should avoid wording your recommendation like a commercial and making unsupported or implausible claims, which is similar to frequent press release blunders. Finally, watch out for sending your notice at the incorrect time.
What’s the best time to send a media advisory?
According to Cision, the ideal time to submit a news release is between 10 a.m. and noon. You must give notice of an in-person event far enough in advance for the media to make travel arrangements. Sending the day before is appropriate for digital events or broad announcements (like the start of a fundraising drive). Visit our page on sending press releases for further advice.
A media advisory may be a useful tool to attract press coverage for your event if it is designed appropriately, written clearly, and circulated widely. Use a distribution tool, like Newswire, that provides sophisticated, multi-layer targeting to make sure your article reaches the relevant journalists if you want to give it the best chance of succeeding.