I’ve been maintaining the Inland Theatre League Web site now for almost five years.  During this time, I have come up with a short list of “tips” for publicity people to consider when they submit material for the site.  I have to admit, the list is pretty self-centered as it makes my job easier.  However, I share it because I think it is helpful for people who are just getting started writing releases for their organization.

• Give me time.  Just like you, I’m working on three shows at a time plus a full time job.  Please send  your information at least two weeks before you want it to appear.  Sending the announcement early is not a problem as I can schedule items to appear in the future.  (Feel free to specify a publishing date.)
• Use plain text.  Releases that come in the body of an e-mail are preferred to Word documents.  PDFs are bad because I can’t copy and paste easily.  Images are worse because there is no text to copy and are usually missing important information.
• Don’t use ALL CAPS.  It is difficult to read and requires me to re-type your release.  This increases the chances for error and will delay its publication.
• Images.  I don’t usually publish photos because of time but that might change in the future.  Your photos will be more likely to make it on the site if they are small (no wider than 400 pixels) and few in number.
• Make your news “newsworthy.”  This means including an action to take after reading.  This is not a problem when announcing shows and auditions, but I often get e-mails about random activities.  They don’t get published because, as the reader, I don’t know what I’m supposed to do with the information.
• Submit only events that are ITL judgeable.  The ITL web site calendar is the tool used by ITL judges to find shows to judge.  Please help them out (your box office) by only submitting events that judges can attend and receive their complimentary tickets.

I look forward to continuing to receive your announcements, comments, and corrections.  E-mail them to Happenings@InlandTheatre.org.

Looking for more information about creating a press release?  Check out How to Write a Press Release at wikiHow.