Getting a local reporter to cover your chapter’s event or fundraiser starts with a clear, well-formatted press release. This guide walks you through what to include and how to send it so it actually gets read.
Tip: Send your press release 1–2 weeks before the event for weekly papers or community calendars, and 3–5 days before for daily news outlets or TV assignment desks. Same-day releases are almost always too late.
1. Start with a strong headline
Your headline should say what’s happening, who’s involved, and why it matters — in one line.
- Good: “ASSP Chicagoland Chapter to Host Free Fall Protection Safety Clinic for Local Contractors”
- Weak: “ASSP Chapter Holds Event”
2. Lead with the who, what, when, where, why
Reporters skim. Put the most important facts in the first sentence or two — this is called the “inverted pyramid” style, where the most newsworthy details come first and background comes last.
Example opening paragraph:
The [Chapter Name] chapter of the American Society of Safety Professionals (ASSP) will host its annual Safety Golf Outing on {01} at {02}, raising funds for the chapter’s scholarship program supporting students pursuing safety, health, and environmental degrees.
3. Add a quote
One quote from a chapter officer or event organizer adds credibility and gives reporters something to pull directly.
Tip: Keep it to 1–2 sentences and make sure it says something specific — not just “we’re excited,” but why the event matters to the community.
4. Include event logistics clearly
List these as short bullet points so they’re easy to scan:
- What: Name of the event
- When: Date and time
- Where: Full address
- Cost: Free, ticketed, sponsorship levels, etc.
- Registration: Link or contact for sign-up
- Media contact: Name, phone, and email for follow-up questions
5. Add a boilerplate paragraph about ASSP
Every press release should close with a short “About” paragraph describing the organization. This can be reused across releases with minor edits.
Example:
The American Society of Safety Professionals (ASSP) is the oldest and largest professional safety organization, with more than 35,000 members. The [Chapter Name] chapter serves safety professionals throughout [region] through networking events, educational programs, and community outreach. Learn more at [chapter website URL].
6. Format it for easy reuse
- Keep the release to one page if possible
- Use plain text or a simple Word doc — avoid heavy design, since most outlets will just copy the text
- Put “FOR IMMEDIATE RELEASE” at the top, and the release date just below your headline
- Save it as a PDF and keep an editable copy for next time
7. Send it to the right contacts
- Local newspapers usually have a community news or calendar submission email — check their website’s “Contact” or “Newsroom” page
- Community Facebook groups and local Patch.com pages often accept event submissions too
- For fundraisers with a strong human-interest angle, consider also emailing a specific reporter who covers business, community, or nonprofit news in your area
Note: If a reporter does cover your event, follow up with a thank-you email afterward — it helps build the relationship for next time.