INFORMATION PLEASE! -- Provide background information,
including manuals, fact sheets and maps before arriving at a
destination. Keep the materials light. No one wants to carry
around heavy bags of promotional materials -- the majority of
which will be chucked into the wastebasket.
BE HOSPITABLE -- Don't leave groups of media standing
in the hot sun. If a lecture is required, provide a comfortable
place to sit.
DISTRIBUTE A MEDIA KIT -- Distribute the media
kit as soon as possible.
DON'T DEPEND ON THE MEDIA KIT -- Too often, hosts simply
rattle off stuff in the media
kit. As one colleague says, "we are here to be shown,
PROVIDE A GOOD DRIVER -- If you are not using public
transportation, hire a professional driver who can devote 100%
of his or her attention to the road.
INSIST ON PUNCTUALITY -- Announce on the first day that
the group leaves on time. Anyone who is not able to respect
the schedule can take a taxi to the next stop. This is often
a problem when writers are mixed with photographers, who need
more time to set up their shots.
SMILE! -- Be sensitive to the needs of those who do
photography. Where to stop? Choose places that provide the best
photo opportunities. Schedule your arrival at photogenic locales
when the light is best for picture-taking -- early morning or
late afternoon. If you are organizing a group trip, you might
want to offer early morning photo excursions, allowing those
who want to participate to get up early and the rest to catch
up on extra sleep.
SHOW OFF THE TOURISM OFFICE -- If your city has a tourism
office, give journalists an opportunity to see where visitors
KEEP POLITICAL SPEACHES TO A MINIMUM -- Most politicians
have no clue how to talk to international reporters. While a
political angle is of use to some journalists (particularly
those covering policy), too often these speeches are far too
long for most reporters.
ANSWER QUESTIONS -- You'll be asked to explain a great
deal. If you don't have the answers, investigate. That said,
don't hold up an entire group just because one person keeps
asking questions. Usually it is someone who hasn't done his
or her homework.
BE FLEXIBLE -- If the media need to take a photo or
make an unplanned stop, do your best to accommodate requests
-- without putting the entire agenda too far behind.
UNDERSTAND DEADLINES -- No point in hyping things
that will be over before articles will be published. Editors
and reporters are often working 6-9 months ahead due to publication