promoting your event

media/PR | publicist | event | operations | samples

pre-event planning

Using the "media list" generated by the publicist, arrange to send these printed/emailed materials out on the following schedule:

    Step #1 = Six (6) months in advance, send by mail/fax/email ...
  • State association calendar (with event highlighted)
  • State newsletter [or ask that the media list be incorporated into your state's bulk mailing database]
  • Media kit, or introductory letter
    Step #2 = Three (3) months in advance, send by mail/fax/email ...
  • copy of entry form
  • history of event (recordbooks)
  • site information (marketing brochures from club)
    Step #3 = One (1) month in advance, send by mail/fax/email ...
  • press release
  • player bios (defending champs, local personalities)
  • latest newsletter
  • copy of RACQUETBALL magazine
    Step #4 = Two weeks in advance ...
  • telephone to confirm earlier receipt of materials
  • re-send basics if necessary
  • re-send latest press release, bios, newsletters
    Final preliminary = one week in advance
  • hand deliver event t-shirt (or other souvenir) to local news contacts
  • hand deliver event press release
  • telephone news & assignment editors to find out if assignments have been made to event
    • If not, ask for a reason
    • If not, offer to write nightly wrap-ups yourself to send with results
    • If not, consider asking a group of friends to call in to request that the event be covered [be careful with this -- you'll either get them to change their mind and cover the event, or you'll irritate them ...]
  • request procedure for submitting results (phone? fax? email? direct upload?)
  • request weekend phone number for direct access to news/sports desk after hours [important!]
  • identify the weekend staffer who will be responsible for receiving/processing results
  • estimate the time that play will end each evening and when results will be compiled and submitted [stick to the schedule that you've set and be sure to meet deadlines!]
  • decide which results to send – For example:
    • 1st day = first round, open only
    • 2nd day = top 4, open and age
    • 3rd day = all finals
    • adjust as necessary for longer tournaments

during the tournament

    Step #1 = As soon as draw is closed/complete ...
  • Obtain “media copy” of complete draw (all divisions)
  • Obtain participant list, with addresses if possible, and use this background info to:
    • Get participant count (# of entrants) ...
    • Identify largest metro area represented ...
    • Find out number of starting matches ...
    • If ages are available, identify youngest/oldest entrants ...
    • Identify defending champions, dark horse entrants ...
    • Note hometowns of top four seeds in each division.
    • This information can be used to develop “story angles” and interesting notes to report with your results
    Step #2 = Prior to opening rounds ...
  • Meet with tournament desk staff to establish procedures for fielding media questions
  • Ask that anyone posting results include scores on drawsheets [results without scores are pointless for reporting purposes]
  • Arrange to have tournament desk staff update a set of small drawsheets – with scores – throughout the event for quick reference, portability to/from media office & phones.
    Step #3 = During event ...
  • Obtain bio information from top-four seeded players
  • Monitor advances for upsets, note on daily results
  • As soon as final results for the day are available, email, fax or phone in, as agreed!

hints ...

Work closely with tournament staff, especially as the draw is being prepared. They can be a valuable source of background info about players as seeds are determined (i.e., who is playing particularly well, their latest win, their latest injury, etc.).

You can familiarize yourself with the draw by helping print the large drawsheets.

Schedule special divisions (championship, open) earlier in the day so results can be prepared and submitted as early as possible. Do you want to hit the 6:00 and 10:00 pm sports? Yes, you do.

Know your deadlines and be prompt in reporting results.

Follow up with telephone calls to confirm receipt of results. If the results are not published, call the next day and find out why (unless it's obvious that you’re competing with Wimbledon, a World Series or some other monumental sporting event)

If you find a number of participants from out of town, or from a large suburb, consider tracking their progress for “special reports” to their hometown papers to broaden your coverage of the event.

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