Public Relations Primer
What Should I Do When Media Show Up Unannounced?
When someone just shows up demanding complimentary lodging, hosted meals, admission to attractions, begin by stating your policy for media tours.
Continue with, "But we'd love to help in any way we can on such short notice."
Ask all of the following questions that are applicable:
- What is the
circulation/audience for your article/program, what geographical
region(s) does it reach, and when will the article be published/
program be broadcast?
- Do you have
clips/sample tapes of your work?
- (If a freelance)
Are you on assignment? Do you have an assignment letter?
- May I have
a business card for my files?
- Will our
area/attraction/hotel be the focus of the article or part of a
round-up piece?
- How long
do you plan to be in our area?
- What type of assistance are you looking for?
You may decide to provide at least a media kit and, if appropriate, complimentary admission passes. Based on the clips, assignment letter, etc., provided, you may decide to offer more assistance.
In most instances, media who warrant your efforts want you to have time to make the proper arrangements. Professionals know that good media tours result when you have time to make proper arrangements.
It's perfectly acceptable to say: "We're so sorry we can't help on this visit, but we do require at least (state your policy on notice) to coordinate media tours. Here's my card. Please call ahead the next time you're coming to our area, and we'd be delighted to do whatever we can to assist you."
Remember, however,
that sometimes reputable media will call asking for immediate assistance,
when, for example, a scheduled tour or article on another area falls
through. Be flexible; ask the right questions; and your efforts
on their behalf may result in excellent coverage.