Media Toolkit

2016

ContentsPage

Introduction3

Local media4

Contacting your local media4

Communicating your messages6

Template press release7

Photography9

Hints & Tips9

Consent forms11

Example of images13

Social Media13

Examples of Facebook posts/Tweets14

More information16

INTRODUCTION

Congratulations on getting your grant from the Big Lottery Fund to hold a Celebrateactivity. Now you have the money, it’s time to get celebrating and what better way to spread the word then by letting your local media know about your big celebration.

To help you with publicity we’ve put together aCelebrate media toolkitgiving you tips on how to promote your activity. As part of this pack you will find a template press release, advice on the best way to contact yourlocal press and some useful background details to share with journalists.

Why should I publicise my Celebrate event?

The local media in your area is one of the best ways for you to publicise your Celebrateactivity.

Securing a piece in your local paper, or an interview on your local radio or TV station, means you can share the story of what you will be celebrating and why it is important to your community. Local media coverage will also help you to spread the word about where the activity is taking place, and hopefully encourage others to get involved.

LOCAL MEDIA

Contacting your local media:

There are three main types of local media – print (local papers), broadcast (TV and Radio) and online (news sections on websites). Local media tend to be situated within your area but may also cover surrounding areas.

You should give local media advance notice about your Celebrateactivity so they have plenty of time to plan the story and send a journalist along if they want to.

Each type of media will have different lead times (how far in advance of publication they need information and stories). These do vary so it is worth calling themto double check. As a general rule:

Daily newspapers and radio stations usually start planning about a week ahead.
Weekly publications usually work four to six weeks ahead.
Monthly publications usually work three to four months ahead.
Online news websites are instant, but it’s still worth flagging up your event in advance so they can plan content.

Who should I ask for when I contact them?

If you just want to discuss your Celebrateactivity and why the local community should take part, then ask to speak to the news desk.

If your activity has a special or unusual angle or you have examples of howit has helped your community, then ask to speak to the features desk.

If you have some great shots of your celebration, then contact the picture deskas soon as possible after the event.

Telephone numbers should be listed on their websites. If you call the main switchboard and ask for the relevant desk, the operator should be able to put you through to the correct person.

Remember:local media will only publish a story that is relevant to their area, so make sure they know where your celebration will be and why it’s important to the local community. Journalists and editors always have their readers in mind when writing a story. Always consider how what you are saying will sound to the readers and listeners. Journalists are very busy so the more interesting and targeted you can make your story, the better. Ask yourself if your story is something you would want to read or watch.

Media information

media.info: A free database of the UK print and broadcast media. It’s very easy to use, just search your town.

Journalisted: A very useful index of who has written what recently. You can see if certain journalists might be interested in your story before you call.

BBC: The whole of the UK is covered by BBC local radio so it is easy to find the area that is most relevant to you. Have a look at the weekly schedule and work out what segment would be most appropriate for your story before you phone through to the switchboard.

Community Radio: Community radio is an extremely influential outlet for communities with a wide audience and reporters are always looking for strong local stories. This link has a great list of radio stations for each region that you can contact.

COMMUNICATING YOUR MESSAGES

How do I explain Celebrate to my local media?

The information belowexplains more about Celebrate and can be used to give the background to how your project came about.

Celebrate is a new £5m grant programme that launched in July 2016 from the Big Lottery Fund for communities across the UK to celebrate what makes their local neighbourhood great.

The Big Lottery Fund asked for local groups and organisations of all shapes and sizes to apply for fundingto hold events or activities that will bring people together and celebrate what makes their local community special.

This opportunity comes as a survey* by the Big Lottery Fund found that given the chance, more than 40% would like to celebrate their local history, and more than two fifths of those aged 16 to 24 would celebrate their local culture, art or music. The research also revealed that more than half of people asked reported that they have never or cannot remember ever coming together to celebrate with their local neighbourhood.

The Celebrate programme is the perfect opportunity for people to showcase something important to their community, be it an iconic building, a precious landscape, a unique service or a community hero. There is £5 million available in total across the UK. More information can be found on the Big Lottery Fund website

*YouGov poll on behalf of the Big Lottery Fund with 2109 respondents, June 2016.

Information to send to the media

If you’re thinking of inviting a journalist to your Celebrateactivityyou will needto give them a good reason to come along. When pulling together your invite you should think about what will be there for them that they can’t pick up from your press release. Will they be able to interview or photograph people at the activity? Will there be special guests?

If you’d rather send a press release, we’ve included a templatebelow that you can use if you have a story to tell. This is just an example of what you could send. Feel free to change it to what’s right for your community.

Quotes add a colourful dimension to an article so don’t be afraid to offer up some lines that you’re happy to have quoted. Be yourself and show your enthusiasm. It’s easy to tell when a quote feels forced or stiff.

TEMPLATE PRESS RELEASE

DATE XX

(PROJECT NAME) to Celebrate (TOPIC) with Big LotteryFunding

One-day event set for XX

(PROJECT NAME) will be celebrating (TOPIC) by holding a (EVENT OR ACTIVITY TYPE) thanks to a grant from the Big Lottery Fund.

After successfully applying to the Big Lottery Fund’s Celebrateprogramme (PROJECT NAME) has been awarded (AMOUNT), which will be used to host a one-day event at (TIME & DATE) at (LOCATION).

On the day all corners of the community are invited to come together to celebrate (TOPIC). (TOPIC) is an important part of the local area because (DETAILS OF WHY YOU CHOSE TOPIC)

Quote from Project: XX

The Big Lottery Fund found that more than half (63%) of people asked reported that they have never or cannot remember ever coming together to celebrate with their local neighbourhood. If given the chance, more than 40% would like to celebrate their local history, and more than two fifths (43%) of those aged 16 to 24 would celebrate their local culture, art or music.

In response to these findings the Big Lottery Fund asked for local groups and organisations of all shapes and sizes to apply for funding,to hold events or activities that would bring people together and celebrate what makes their local community special.

The Celebrate programme is the perfect opportunity for people to showcase and enjoy something important to their community, be it an iconic building, a precious landscape, a unique service or a community hero. There is£5 million available in total across the UK.

If you’d like to get involved with the (PROJECT NAME) Celebrate event please contact: (CONTACT NAME).

For more information about the Celebrate programme please visit:

-ENDS-

NOTES TO EDITORS:

About (PROJECT NAME)

About Big Lottery Fund

The total amount available across the UK for the Celebrate programme is £5 million. To find out more please visit:
*YouGov poll on behalf of the Big Lottery Fund with 2109 respondents, June 2016.
The Big Lottery Fund is the largest funder of community activity in the UK. We put people in the lead to improve their lives and communities, often through small, local projects.
We are responsible for giving out 40% of the money raised by National Lottery players for good causes. Every year we invest over £650 million and award around 12,000 grants across the UK for health, education, environment and charitable purposes.
Since June 2004 we have awarded over £9 billion to projects that change the lives of millions of people. Since the National Lottery began in 1994, £34 billion has been raised and more than 450,000 grants awarded.

PHOTOGRAPHY

Hints & Tips

‘A picture is worth athousand words’ and newspapers and websites will be looking for fun and exciting images that really give a flavour of what your event is about.

Make sure everyone is looking at the camera – and smiling!
Look out for shots that really set the scene and snap people enjoying the activity.
Ensure that hats and sunglasses are removed before pictures are taken.
Editors like colourful pictures, so use props like balloons but don’t over-brand or your photos may not be used.
Whilst natural lighting is always the best, don’t take photographs into the sun, as this means your subjects are in shadow. For well-litpictures, stand with the sun behind you.
Don’t send just one image, select three of your best photos that will really grab their attention.
Send photos in JPEG format and no more than 1MB in size.

Remember: If your photographs or video footage feature members of the public make sure that they have given their permission for them to be used. You must also get consent from parents or guardians of any person under 18 or vulnerable adults that you intend to photograph or film. Make it clear where the photographs or film will be used.

We have included examples offilming/photography consent forms on pages 10 and 11for you to use.

We would love to see pictures from your Celebrateactivities too so please sharethem on Facebook, Twitter and Instagram. Simply send your pictures to .

FILMING & PHOTOGRAPHY NOTIFICATION

FILMING & PHOTOGRAPHY IN PROGRESS

If you would prefer not to be included please avoid cameras and notify an organiser thankyou.

CONSENT FORM – INDIVIDUALS

By completing and signing this form you give your consent to [insert organisation name] to be recorded, and you grant full permission to use and disclose your name, image, and physical likeness (Images) and your voice and sound (Sounds), or those of any children or vulnerable person that you are responsible for, in our media and promotional activities. These may include but are not limited to our printed publications, marketing campaigns, online platforms, audio-visual or electronic materials and any other media.

If signing this form on behalf of a child or vulnerable person, you confirm that you are the parent, legal guardian or authorised legal representative of this individual and have lawful authority to sign this consent form for and on their behalf and that you have read, and understand, the terms and conditions and consent to the individual providing their Images and Sounds based on these terms and conditions.

If you want to withdraw your permission please let us know by emailing us at [insert email address or contact details].

If you wish to remain anonymous please check this box :

First name / Surname
Address
Postcode
Age / Telephone
Email address
Signature
/ Date
Signature of parent, legal guardian or authorised legal representative
(If applicable) / Date

CONSENT FORM – ORGANISATIONS

By completing and signing this form your organisation confirms that it has all relevant consents and permission, licences, permits, releases and other permissions from staff and participants of its project necessary to:

photograph, film or record its project and the Participants
attend the relevant premises or locations to record

This form gives us permission to use these images and sounds without restriction in any media or format for our promotional activities, which may include (but are not limited to) our printed publications; marketing campaigns; online platforms; audio-visual or electronic material and any other media. Your permission granted to us includes the following terms and conditions:

1.Informed consent: You have fully explained the nature of our business and the potential uses of the Works to the Participants, and have their informed consent to be recorded and to assign their rights to us for this purpose. You agree to deliver a copy of any written consent or assignment obtained from Participants to us on request.

2.No consent: You agree that if you have not received written consent from any Participants you will ensure they are not present when recording is in progress.

If your organisation or any of the Participants want to withdraw permission, please let us know by emailing us at [insert contact details]

Organisation name / Contact name
Address
Postcode / Telephone
Email / Charity registration no.
Date / Signature of authorised representative

Examples of pictures

SOCIAL MEDIA

Social media is an extremely effective way of sharing and publicising information about your event to others and it’s simple to create a profile. Social media helps with profile raising and building momentum. It’s best to be active on social media just before your event, during your event and afterwards.

Facebook and Twitter are quick, easy and cheap ways of not only inviting people to your event but also connecting with others who might have an interest in your celebration. Likewise uploading photographs to photo-sharing sites, such as Instagram is a creative way to show people what your project is about.

You don’t have to be an expert, but it helps if your profile is up to date. It’s also a good idea to ensure someone at your project is responsible for managing your social media accounts. You might want to consider a member of staff or volunteer who already uses social media in their personal life and has a real passion for it.

If you are new to Twitter visit their getting started page.

If you are new to Facebook you can find out how to set up a profile here.

We’d also love to hear about and share the great work you are doing for your event. Follow @BigLotteryFund on Twitter and join in the conversation using the #BigCelebration hashtag in your tweets. Alternatively, find us on Facebook by searching‘Big Lottery Fund’.

If you keep us updated we can help to celebrate the success of your event by sharing and re-tweeting your content.

What should I say on social media?

Facebook:

We’ve been awarded (amount) from @BigLotteryFund for a #BigCelebration. Excited to start planning so watch out for more details soon!

Our (Event or Activity) for a #BigCelebration is next week! There’ll be Xx, XX, XX so if you live in XX area come and join us.

Twitter:

We’ll be using our @BigLotteryFund grant for a #BigCelebration (Topic) in (Area)

If you’re from (area) come and join our (Topic) celebration at (location/date/time) #BigCelebration

Having a brilliant time at our @BigLotteryFund #BigCelebration event for (Topic)

Great to see so many of the community turn out for our #BigCelebration (Topic)

MORE INFORMATION

Further help with publicity can be found on the Big Lottery Fund website:

More information about the Celebrate programme can be found here: