Send press releases that reflect the publications' current style, content, audience and geographic area. For example, the Chamber is interested in information on upcoming local member events, non-profit happenings, and bits of news or requests from Chamber committees. These items are often publicized in the bi-weekly broadcast fax/e-mail newsletter "What's Happening".

On the other hand, employee promotions or honors, business moves, and less time sensitive member news may be published in the News and Notes section of the bi-monthly newspaper "IN PRINT". Always read (and reread) previous issues of publications in which you may want to publicize to get an idea of the style and content. If the information you wish to send is not what is normally published in that particular publication, seek out a different publication that does meet your needs. Or simply revise your press release so that the content and style does reflect the publication you have targeted.

Most press releases should be less than one page long. Information to be included in the "What's Happening" should be even shorter-1 paragraph to half a page. The "What's Happening" is designed to be a quick update on Chamber and member events, and methods of distribution require that the format be no longer than 2 pages.

Include a contact name and number so readers can get more information. Don't forget to include your web site's address if your organization has one. Links to your website will then be included in the web page version of the "What's Happening" newsletter on the Chamber's web site.

If the information covers more than one aspect of an event or more than one event, consider to sending separate press releases. For instance a call for event sponsors may need to go out more than a month prior to the invitation to the public for the same event. This tactic more clearly indicates to the media what information should be presented at what time, and increases media exposure as well.

Who, What, Where, When, How... are the basics needed to proceed with publishing a release. You may know where your event takes place, or where a committee meets regularly, but the reader often doesn't. If a meeting place is "to be determined", say so in the release and include contact information. This saves everyone time on follow-up.

Make the date, place and time BIG AND BOLD, rather than hiding it in the text. If promoting committee membership or event, include a brief sentence on the main reason "Why" a member should join or attend. Clearly designate your name, phone number and e-mail address as press contact for any follow-up that may be needed.

Ask your media contacts what methods of sending press releases they prefer. Although the Chamber will accept faxed or mailed press releases, e-mail is the preferred method of receiving a press release for the "What's Happening" or the News and Notes section of the "IN PRINT". Please e-mail press releases to [email protected]. Please send the release within the text of the e-mail or as an attachment in MS Word only.

Each organization may have different deadlines, but it pays to know when to send in your information. If information is received too soon, the item may get lost, but if information is received too late, the item may not be considered due to timing. The best time to send press releases for the "What's Happening" is either 2 to 3 weeks prior to the issue date in which you wish to have your information included, or about 4 to 5 weeks prior to the date of an event you wish to publicize, so that the event is publicized in the issue which goes out 2 -3 weeks prior to the event. The deadline for each upcoming issue is posted in the most current "What's Happening".

Deadlines for the "IN PRINT" are on the 15th of the month prior to the month of publication. For example, the deadline for the October issue of "IN PRINT" is on September 15th, and for the December issue, the deadline is November 15th.