A news release should be prepared to announce your program and all pertinent
information concerning it. This announcement essentially collects the information
which will appear on your flyer, catches the public's eye, and provides
enough information for the prospective attendee to make inquiries or to
register.
At a minimum, a news release should be sent out two to three months before
the program. In most cases, it may be distributed by posting to an email
reflector or listserv. See Appendix F for the list of reflectors, listservs
and organizations to which you might send this mailing.
Include everything in easy to read layout: sponsor, content, speakers, date,
time, place, prices/membership information, deadline, further information, or
contact person with a phone number, and registration form. If you can afford
it, a graphics service will print this information in a clear layout. Consider
mailing the announcement first class in envelopes.
WHO: CARL (California Academic and Research Libraries) should
appear as the heading on all correspondence with the Interest Group name, if
applicable. This also applies to co-sponsored events.
WHAT: Title of program, description, speakers and their identification.
WHEN: Date and time, schedule of events.
WHERE: Place, with directions telling how to get there, and/or
a map.
HOW MUCH: CARL members pay a lower price than other attendees.
For example, non-members may pay $15 for a program, while CARL members pay $10-
$12.
OTHER: Statement concerning advance registration required,
deadline date, no refunds offered after a given date, no refunds for no-shows,
etc. This section is to protect you and save time and future grief.
REGISTRATION FORM: Name and institution, address, phone number,
amount enclosed and for what purpose (program, program and membership, program
and meal, etc. Statement to make check payable to CARL canceled check; is your
receipt, and some specific information such as their choice of meal (meat, fish,
vegetarian, etc.). This is information you need to plan the program.
Return to Program Planning
Manual Contents page