Public Relations Manual

MUSIC CITY
PUBLIC RELATIONS MANUAL
WELCOME TO MUSIC CITY
Thank you for choosing Nashville. We look forward to working with you.
We’re excited you have chosen Nashville as the host city for your convention. This Public Relations Manual
is a resource created to assist you in promoting meetings and conventions in the Nashville area. One thing is
certain – the more work you can accomplish in advance, the greater the chances of meeting your promotional
goals and of enjoying a successful event. If you have questions or need assistance, feel free to contact the
Nashville CVC Public Relations Department at 615-259-4745.
TABLE OF CONTENTS
FREE RESOURCES
This Public Relations Manual offers the following
tools to help you generate public attention for your event
in Nashville:
You can also request the following free NCVC public
relations resources:
! Public Relations Tips
! Press Conference Checklist
! Nashville-Area Media Contacts
! Media Alert Sample
! Elements of a Media Alert
! Press Release Sample
! Elements of a Press Release
! Calendar listings for public events
! Digital images and stock footage in Beta HD or
DVD format
! Public relations consulting
! Quantities of the Nashville Visitor Guide for your
pressroom
! Nashville Press Kit
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PUBLIC RELATIONS TIPS
! Order appropriate signage (banners,
For Meetings, Conventions & Trade Shows
Below are 10 public relations strategies you can apply to help gain more
exposure and generate more interest for your meetings, conventions, and
events.
! Hire a photographer or bring a camera
! Research background materials
! Write a media alert
C R E AT E A T O P 10 L IS T
Brainstorm with your staff and create a
list of what is new or different about your
meeting. What is newsworthy? Are you
working with a local charity? Introducing
new technology? Highlighting a major public
speaker? Will there be any interesting photo
opportunities? Make sure your 10 items have
appeal to interest all types of media outlets.
TARGET YOUR PITCHES
Enclosed is a local media list. As soon
as your convention is booked, add the
appropriate contacts to your mailing list. Go
a step further and target stories to specific
departments. If you need further assistance,
contact the Nashville CVC’s Public
Relations Department.
USE TRENDS TO MAKE GREAT
STORIES
Is there a trend in your industry that
would be of interest to media? Editors
and reporters often see industry trends as
opportunities for great feature stories.
FIND A LOCAL ANGLE
In Nashville, many conventions identify
with music and its long history in the city.
Incorporate aspects of music into your
pitches to the media. This will help you to
make a strong connection to Music City.
Work with a local charity or promote your
attendance and economic impact on the city
of Nashville.
TELL THE MUSIC CITY STORY
Educate your attendees about the host
city as early as possible. The Nashville CVC
offers feature stories and photos that can
paint a picture of the city to get attendees
excited about their visit. If you have an
industry publication, include a feature about
Nashville in the months leading up to your
convention. These efforts could result in
higher attendance and highly interested
attendees.
ACCOMMODATE THE PRESS
If you plan to have media attend your
convention, consider staffing a pressroom.
This room should include up-to-date press
releases, photographs, computers with
internet access, and at least one phone line.
A pressroom can also serve as a meeting
room and an interview space.
BE PREPARED
Plan ahead when you expect members
of the media to write about or attend your
event. Provide resources such as the agenda,
speakers’ bios, and an event schedule. Send
out a media alert at least one week prior with
convention highlights and re-release this
information leading up to the event. Don’t
forget to make targeted follow-up pitch calls.
If you have speakers, make sure to inform
them about media attendance.
BE ACCESSIBLE
podium sign, etc.)
•
!
!
!
Email at least a week out and
resend leading up to the event
• Post on websites
• Distribute on a newswire service if
applicable
Make follow-up calls to media (one day
prior and morning of)
Prepare materials for on-site
• Press Release (fax and/or release
on newswire service)
• Media sign-in sheet or smartphone
apps
• Speakers’ bios
• Background materials
• Other relevant background
releases
• B-roll if available and applicable**
Props for photo ops (backdrop, gifts, etc.)
Be clear about when and where your
event is taking place and if special parking is
available. The media cannot cover an event
they cannot find. If you distribute a press
release, list phone numbers where you can be
reached at all times.
*Mult-box is a device connected to the main
microphone at a news event that allows
journalists and crews to “plug in.”
** B-roll is pre-recorded video footage that
relates to your product, association, or event.
KEEP IT SIMPLE
A GREAT MEDIA LIST CAN MAKE
ALL THE DIFFERENCE
The media and public may not
understand certain industry terms, and
it is your responsibility to make sure they
understand. Media will be more apt to cover
events if news items have mass appeal and
can be understood by their audience, the
public.
It is extremely important to read, watch,
or listen to the media outlets you plan to
pitch. In addition to using the general media
list provided by the Nashville CVC, there
are several ways to make your media list
work for you.
G E T A N E A R LY S TA R T
When laying out your list, use a format
that is most helpful to you: an electronic
database, collection of business cards, or a
spreadsheet. Be sure to target publications
and journalists who fit the story you are
pitching. For example, not every story is
right for television. If you’re pitching TV,
be sure there is a good visual element to
your story. There are also companies who
can create media lists for you, which are
especially helpful for distributing press
releases nationwide.
PRESS CONFERENCE
CHECKLIST
Your media list should include the
medium, contact name, phone and fax
numbers, e-mail address, and website. Find
out when deadlines are and make sure to be
considerate of them. It is also worthwhile
to keep a running log of phone calls and
conversations.
If you are trying to increase attendance
at your convention, do not rely on the
Nashville media. The key to good promotion
will be to focus your pre-event efforts on
trade magazines and newsletters in your
industry, which are more likely to cover
your event extensively. Keep current events
in mind when pitching stories. Pitches
regarding current news items often generate
great coverage.
! Select a date
! Reserve a location
! Invite appropriate guests and speakers
! Order audio visual equipment, including
a mult-box*
! Order appropriate food/beverage
MUSIC CITY
MEDIA
E-MAIL
WEBSITE
VOICE
FAX
The Tennessean (daily)
newstips@thetennessean.com
tennessean.com
615-259-8095
615-259-8093
The City Paper (weekdays)
stories@nashvillecitypaper.com
nashvillecitypaper.com
615-298-9833
615-298-2780
Nashville Business Journal (weekly)
nashville@bizjournals.com
bizjournals.com/nashville
615-248-2222
615-248-6246
Nashville Scene (weekly)
editor@nashvillescene.com
nashvillescene.com
615-244-7989
615-254-4743
MetroMix (weekly)
nashville@metromix.com
nashville.metromix.com
615-726-8923
Nashville Pride (weekly)
news@prideinc.com
pridepublishinggroup.com
615-292-9150
Tennessee Tribune (weekly)
jason1501@aol.com
thetennesseetribune.com
615-321-3268
GCA News - Westside, Green Hills, etc. (weekly)
news@gcanews.com
615-298-1500
La Noticia (bi-weekly)
lanoticia3@yahoo.com
615-977-1825
Nashville Lifestyles (monthly)
info@nashvillelifestyles.com
nashvillelifestyles.com
615-259-3636
Nfocus (monthly)
balexander@nfocusmagazine.com
nfocusmagazine.com
615-244-7989 ext.443
Out & About Nashville (monthly)
editor@outandaboutnewspaper.com
outandaboutnewspaper.com
615-596-6210
WKRN - Channel 2 (ABC)
news@wkrn.com
wkrn.com
615-369-7236
615-369-7329
WSMV - Channel 4 (NBC)
news@wsmv.com
wsmv.com
615-353-2231
615-353-2343
WTVF - News Channel 5 (CBS)
news@newschannel5.com
newschannel5.com
615-244-5000
615-244-9883
WZTV - Fox 17 (Fox)
news@fox17.com
fox17.com
615-369-1717
615-369-3299
WPLN 90.3 FM - Nashville Public Radio
wpln@wpln.org
wpln.org
615-760-2903
615-760-2905
WLAC 1510 AM
1510@wlac.com
wlac.com
615-256-6397
615-256-4927
WWTN 99.7 FM
promotions@997wtn.com
997wtn.com
615-321-1067
MEDIA OUTLET
PRINT
615-292-9056
615-298-1015
615-259-9995
TELEVISION
RADIO
MEDIA ALERT
If you are interested in the media covering a specific event, you should send out a media alert. The alert should
provide key information about the event and entice the media to attend.
ELEMENTS OF A MEDIA ALERT
1. Issue the media alert on company
letterhead. It looks professional and
credible.
2. If there will be a photo opportunity,
state it at the top of the alert; it is
more likely to generate photo and
television coverage.
3. Include media contact information
for press seeking additional
information.
4. Use a short, active, and descriptive
headline to entice the reader.
5. Use a block format for media alerts,
so the news desk or reporter can
quickly and easily find the specific
information they need. Describe
what the media will see and hear,
where and when it will take place,
and background details. Simply
put, include the who, what, where,
when, and why if possible!
6. Include a boilerplate (information
about your company or
organization).
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Heather Middleton
Office: (615) 259-4745
Cell: (615) 405-7708
heather@visitmusiccity.com
FOR IMMEDIATE RELEASE
May 5, 2014
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MEDIA ADVISORY
NCVC to host third annual National Tourism Week Hospitality Industry Luncheon
NASHVILLE -- The Nashville Convention & Visitors Corp (NCVC) will host the third annual
National Tourism Week Hospitality Industry Luncheon on May 7, 2014, at 11:30 a.m. in the
Renaissance Nashville Hotel Ballroom. The event will include a special address from guest
speaker Chris Thompson, president and CEO of Brand USA, presentation of the inaugural E.W.
“Bud” Wendell Award, special recognition of this year’s Music City Hitmakers program and live
music from singer/songwriter Holly Williams. Mayor Karl Dean will also be in attendance.
WHO:
Mayor Karl Dean
Chris Thompson, president and CEO of Brand USA
E.W. “Bud” Wendell, former CEO of Gaylord Entertainment
Ed Hardy, chair of the NCVC Board of Directors
Butch Spyridon, president and CEO of the NCVC
Holly Williams, Nashville singer/songwriter
WHAT:
Nashville’s Third Annual Hospitality Industry Luncheon
WHEN:
Wednesday, May 7, 2014
11:30 a.m.
WHERE:
Renaissance Nashville Hotel Ballroom
CREDENTIALS:
Media must be credentialed to enter the event. Contact Leigh Anne
Sanders with names of individuals from your organization who need
credentials at leighanne@visitmusiccity.com and (615) 259-4706.
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PRESS RELEASE
A press release is written and distributed to the media for the purpose of gaining attention for your meeting/
event and to get your message in front of a large audience. A press release should include newsworthy and important
information in an organized and concise manner.
where, when, why, and how in the
information or to set up an
ELEMENTS OF A PRESS RELEASE
1. Issue the press release on company
letterhead. It looks professional and
credible.
2. Include a short, descriptive headline
to grab the reader’s attention.
3. Include where the press release was
written and date released.
4. Put the most important
information at the beginning.
Provide answers to who, what,
first paragraph.
5. The remaining body of the release
should include further details,
background information, and
additional relevant information.
6. Try to use a quote by a company
representative. This adds credibility
to your release.
7. Include a contact for members of
the media to reach for additional
interview. This person should be
familiar with all of the information
in the release and be able to answer
questions.
8. Center three pound signs (###) at
the bottom of the page to indicate
the end of your release.
Be sure to proofread and spellcheck
your release before you send it!
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Heather Middleton
Office: (615) 259-4745
Cell: (615) 405-7708
heather@visitmusiccity.com
FOR IMMEDIATE RELEASE
October 21, 2013
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Blackberry Smoke, Brett Eldredge to Join
Music City’s New Year’s Eve Lineup
Fifth Annual “Bash on Broadway” Offers Full Evening of Free Live Music
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Nashville, Tenn. – Nashville will ring in the New Year and rock out the old with a full evening
of free music, fireworks and countdown to the midnight "ʺMusic Note Drop®". Music City’s fifth
annual New Year’s Eve ‘Bash on Broadway’ will feature performances by Southern rock group
Blackberry Smoke and Country up-and-comer Brett Eldredge, the Nashville Convention &
Visitors Corp (NCVC) announced today. The NCVC announced earlier this month that Grammy
award-winning country singer/songwriter Hank Williams Jr. will headline the city’s signature
event. Announcement of additional artists will be forthcoming.
The show, which is free to the public, will take place on Lower Broadway between 1st and 5th
avenues beginning at 7 p.m. on New Year’s Eve. The show will once again be emceed by
Storme Warren, host of Great American Country’s Headline Country and Sirius XM Radio
personality. Revelers attending the festivities will count down to the New Year as a 15-foot-tall
red “Music Note Drop®,” drops slowly from a 115-foot structure. The “Music Note Drop®” will
trigger a fireworks display and confetti cannons as it reaches the midnight mark.
Sponsors of this year’s New Year’s Eve ‘Bash on Broadway’ include Miller Lite, Coors Light,
Jack Daniel’s, Advance Financial 24/7, The Governor’s Highway Safety Office: Booze It &
Lose It and McDonald’s.
Further details about the event will be announced. For the most up-to-date information, visit
www.visitmusiccity.com/newyearseve.
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Blackberry Smoke
For more than a decade the Southern Rock quintet, made up of Brit Turner (drums), Charlie Starr
(vocals, guitar), Richard Turner (vocals, bass), Paul Jackson (vocals, guitar) and Brandon Still
(keyboard), has created a unique mix of gospel, bluegrass, rock, soul and a touch of outlaw
country. Playing up to 250 dates each year, Blackberry Smoke has toured with and befriended
idols such as The Marshall Tucker Band, ZZ Top, Lynyrd Skynyrd and George Jones. They’ve
toured Europe thrice over, and had their songs featured in video games (EA Sports’ NASCAR 08)
and films (Swing Vote), as well. Blackberry Smoke has released three full-length albums—
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