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Working With The News Media: Writing a Press Release

A press release can be written as a prelude to your Communities Talk event or can follow an event that has already taken place. In both circumstances, press releases should be written with promotion and marketing in mind–you want to showcase your event to the media, so they understand the most important details about what is going to happen or what has happened.


  • Place the most important information at the top, followed by supporting details.
  • Keep the entire release to less than 500 words.
  • Be concise and write clearly–don’t make readers hunt for information.
  • Include quotes from key spokesperson(s) and/or participants that will be at the event, or that attended the event.
  • Proofread your press release so it is free of errors and grammatical mistakes.
  • Depending on the timing of your piece, disseminate the press release approximately two days before or within 24 hours after your Communities Talk event.
  • Distribute to broadcast, print, and web-based media contacts.
  • Follow up with a phone call to your media contacts to ensure they received your release and to inquire if they will be able to cover your event.
  • Remember to make the release specific to your meeting and your community and use relevant data.

Press Release Template (DOCX | 141KB)