An effective announcement can help you promote your event to a wide audience at no cost through local radio, TV and newspapers. However, it is estimated that over 80% of press releases are never published, usually because releases are:

• Poorly Written and Contain Opinion instead of Fact
• Handwritten or Difficult to Read
• Submitted Too Late for Publication

Here are some simple rules to help you prepare an announcement that will get published, followed by a sample announcement that you can adapt for your group or situation.

Rule #1 … Keep It Simple

• Try to limit releases to 1 page.
• Don't use big words.
• Stick to facts - avoid superlatives and opinion.
• Use a word processor, and double-space lines
• Have someone else proofread for spelling and grammar

Rule #2 … An Announcement should answer: Who, What, When, Where, Why & How

• What, When, and Where is the Event?
• Why is the Event being held?
• What do you want people to do?
• Who is responsible for the event?
• How can people get more information?
• Who are your sponsors? Include businesses, government agencies, and individuals who are donating funds, resources, or in-kind services.

Rule #3 … Follow Up

• Call to make sure the media has received the annoucement, and ask if they need additional information.
• Call to remind the media, especially TV, of your event 2 days before the event date.
• After the event, write a brief note to all media outlets thanking them for their help in promoting your event
  
• Remember to send a thank you note to all your sponsors and include pictures of your event showing how their support helped make the event a success.

Sample Promotional Announcement
(Today's Date)
CONTACT: (Name & Phone Number)

(Local Organization/Group) SEEKS VOLUNTEERS AND SPONSORS FOR FIRST ANNUAL GREAT PENNSYLVANIA CLEANUP

(Organization/Group Name) is seeking volunteers and sponsors for a community cleanup day at (location name) as part of the Great Pennsylvania Cleanup, on (date/time).

The Great Pennsylvania Cleanup is a statewide cleanup campaign involving local and state government, businesses, waste haulers, and environmental and civic groups. The PA Department of Environmental Protection (DEP) and the Department of Transportation (PennDOT), in cooperation with Keep Pennsylvania Beautiful, Inc., are sponsoring the Great Pennsylvania Cleanup.

Individuals, scouting groups and environmental clubs, are invited to be part of this effort. Gloves, trash bags and safety equipment will be provided. (Organization/Group Name) is also looking for local businesses to help sponsor the cleanup by providing refreshments or other supplies.

Join your neighbors and (Organization/Group Name) in helping to make a difference in our community. Please contact (Contact Name) at (Phone #) or by email at: (email address) for information.