Prairielands Council, Boy Scouts of America Serving over 2,800 youth in central Illinois and western Indiana

Let the Media Know

Presented by David Burns, member Prairielands Council

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The most important words used in any language are....a person's name. People become passionate about an organization when their names are “openly” included. Parents, Scouts and family members get excited when they see their name in print and hear it on the radio and TV....recognition is one way passion for Scouting is developed.

Also, Unit excitement, pride and passion increases when the community knows Scouting is active in the area; but also, the community will feel a closer connection and support for Scouting will increase when people know the program is active in their area. Receiving newspaper, radio and TV recognition is the best way to increase community awareness.

Here is a media plan designed to make contacting the media in your specific area easy for you. The materials enclosed are:

  1. Prairielands Council media list with each town's media listed. In most cases a Pack/Troop only has to contact 3 or 4 media outlets—and you can do it by email.
  2. Tips and suggestions for using the media guide.
  3. Suggestions on events needing a press release.
  4. Already written Press Releases (You can quickly insert your information or modify as needed to fit the event.)

It's easy....it's memorable.

Let the media know about your Scouting activities.

USING THE MEDIA GUIDE

  1. DON’T BE AFRAID to send the media information about your Pack or Troop the media thrive on this type of information. Also parents love to see their children’s names in print and heard on the radio, especially when connected to an organization like scouting….. volunteers like it too.

E-MAIL: The newspapers prefer the receive the information via email; for

radio and TV any method is acceptable. E-mails with a specific person listed

will become outdated quicker, so if you get a “bounce back” call the media and

ask for an updated name---also please let the Council know the new contact.

3. GETTING THE PUBLIC TO ATTEND AN EVENT: If you are hosting an

event where the public is invited to attend (like selling popcorn from a business or

a flag retirement ceremony) mail the press release 3 weeks prior to the event (e-

mail a minimum of 2 weeks prior to the event).

4. PRESS RELEASE AFTER AN EVENT: Send post-event information ASAP.

Remember to include the names of the scouts attending and the volunteers (see

attached information on writing a press release). The more current the

information, the faster you get the info sent, the more likely it will be used.

  1. To help speed the process, pre-write as much of the press release as you can and then complete the details after the event.
  2. Send pictures...2 or 3 will do...make sure they are bright and clear.

5. DOES THE EVENT HAVE “PHOTO” POSSIBILITIES? If you are sending

information to The News Gazette (Champaign area), The Commercial News

(Danville area) or the Watseka Times-Republic, besides sending a copy to

“Community News Editor” address another copy to: Photo Department. This will

increase the odds that you will get a photo in the paper.

  1. DON’T JUST USE YOUR FAVORITE MEDIA send the information to all

the media listed for your area.

7. ADDITIONAL MEDIA: If you know of additional media outlets that reach your

area, add them to your list and PLEASE call the Council so we can add it too

(Prairielands Council’s main office 217-356-7291 or tell your District Exec.).

8. WHO’S YOUR AUDIENCE: This is not a “hard rule” but in general write

releases for an adult audience (the parents). The parents have the ultimate say in

what their children do. We have found that the kids are often excited but the

parents need the extra boost. When writing always keep in mind the parents

question “how will this program benefit my child?”

EVENTS THAT NEED A PRESS RELEASE

((Don’t limit yourself to this list…))

So you won’t be late, put a note in your personal calendar to write the PR announcement for each event. (Pre-event PR releases or events inviting the public need to be sent to the media a minimum of 3 weeks prior to the event.)

CUB SCOUTS

Call to join the Pack…when is the organization meetings (fall & spring) ((send early))

Selling popcorn (send early)

Selling popcorn at a specific business (send early)

Volunteers who just completed training

Pack Pinewood Derby Winners

Candy Bar sale (send early)

Selling candy bars at a business (send early)

Community Service Project (cleaning a park, Food drive, Christmas Caroling)

Pack attends a Council Event like: Smilin’ Pumpkin, Fall Camporee, Klondike Derby,

Scout Sunday (who attended & activities)

A special Pack Meeting---Blue & Gold

Rank advancements

Arrow of Light

Day Camp - participants

Cub Scout Adventure Camp

BOY SCOUTS & VENTURING

Call to join the Troop or Venturing – troop open house (send early)

Eagle Scout Project is being done (pre-project announcement) ((send early))

Eagle Scout Project has been completed

Scout Earns Eagle Scout Rank

Troop Leadership Elections…the new officers are

Selling popcorn (send early)

Selling popcorn at a specific business (send early)

Troop conducts Community Service Project

Troop participates in a High Adventure or other special trip (pre-trip & post-trip)

Scouts who have just completed Leadership Training

Volunteers who have completed training

Candy Bar sale (send early)

Troop attends camporee

OA “new call outs”

Summer Camp highlights

WRITING A PRESS RELEASE

Remember, you are writing to someone who knows nothing about the event so be clear and include the details.

The PR information does not have to be given in the order listed below, but all of the below info does need to be included. NOTE: Don’t be surprised if what you send gets edited---it’s not personal, it’s usually based on time or space requirements.

  1. A one page press release works the best.
  1. Press Release Title comes from the theme: Cub Scouts Perform Holiday Carols.
  1. Who did, or will hold, the event: “Cub Scout Pack ____ from ___town___...”
  1. What is the event: “ sang Christmas Carols…”
  1. Where was or will be the event: “for the residence of the Fun Retirement Home”
  1. When will/was the event: “on Thursday evening December 20th”.”
  1. Why the event was done: “Pack ______wants to spread the joy of the season…”
  1. More Details what happened: “Everyone had a great time singing and enjoying the refreshments. The Scout singers included ______boys names______along with Cubmaster ______and his/her volunteer elf’s _____volunteer names___. The refreshments were made by/or provided by ______. We wish everyone a safe and happy holiday season.”
  1. Pack or Troop contact person: “For more information on ___Pack/Troop___ contact ____name, daytime phone number and/or e-mail address of a Cubmaster, Scoutmaster or other leader______. (This is given so either the media or public can call for more information regarding the event or the Pack/Troop.)
  1. Be creative if you like: Both straightforward and creative releases work, don’t be afraid to add a little spice, but again don’t be offended if it gets edited.

INVITING THE PUBLIC TO ATTEND AN EVENT

All the rules listed above apply with the addition of three important parts:

Why should the public attend? Under the “More Details” heading above (#8), explain what benefit the public will have by attending. Approach this from the public’s view of “why should I go?” Possible reasons are: entertainment…fun….supporting a youth activity… public can save money…it’s unique—a one-of-a-kind event…brings back

Writing page 2

memories of when “you” were a scout…it’s educational…it’s “hands on and they can participate”…it’s a patriotic event. Make the event sound attractive.

Photo worthy? If the event will draw a crowd or is unique it may be worthy of a newspaper photo. Send an additional copy of the release addressed specifically to “Photo Department” of the newspapers.

Include the dates to “run” the announcement: Since you are sending this early, include the dates you want the announcement to run: “Valid now through (month, day)”. This will allow the media to run your announcement more than once, especially true for the broadcast media.

Pack/Troop Press Release Permission Form

NOTE: The Scout Registration Form that each parent completes at registration gives the Council permission to use the Scout's name and photo. However, if you want a specific release, these will work.

For Photo & Name:

I ______, parent or guardian (circle one) of ___(scout's full name)___

give permission of Pack (Troop) ______to use ___(scout's first name)___

photo and name in the press release regarding the Pack's (Troops)

____(event name)_____ held on ___(date)__.

Parent/Guardian's signature ______Date ______

------

For Name only—no photos will be used:

I ______, parent or guardian (circle one) of ___(scout's full name)_

give permission of Pack (Troop) ______to use ___(scout's first name)___

name in press releases regarding the Pack's (Troops) ____(event name)_____

held on ___(date)__.

Parent/Guardian's signature ______Date ______