News releases are sent to local media and, depending upon the nature of the story, regional news, national news, and specialized periodicals and newsletters. Information should be submitted at least two weeks prior to the event and should include the name of the event, date, time, locations, cost, telephone number for more information, a short description of the event, and other pertinent information. Make sure that you check the spelling of names and titles. Don't worry about using the correct news release format—the office will take care of that for you. Staff will write the release in the style that reporters and editors prefer and can use.
Please keep in mind the marketing office cannot control what the newspapers print or what the television or radio stations choose to cover. The chance for coverage is greatly increased when sufficient lead time is given for the story. The choice of whether or not to cover the story is made by the editor of the newspaper, publication, or station.