Event Success Newsletter

How to use media alerts to publicize your event

Media Alerts

The event was flawless. Everything went off without a hitch. The performers were on point! The servers and bartenders performed magnificently. Everyone deemed the food divine. Every single attendee had an exceptional experience. The ones who came, anyway. You really thought you'd fill more seats. What happened?

We've seen this happen so many times in the past. Great event; lackluster turnout. The question becomes: How do I make sure more people know about my event? One way to achieve this is by getting local press to write a feature, or a short blurb or to list it in their show calendar.

One of the easiest and most succinct ways to get your event information to the media is through a media alert. You may be familiar with a media release (sometimes called a press release). A media alert is similar, but it spoon feeds the need-to-know facts about your event directly to writers.

Writers love media alerts because they don't have to go searching for the information; it's all right there in front of them. Below are key tips for writing media alerts. You can also download a handy PDF resource guide here.

Don't forget your contact information.
Writers may need more information from you. They may need a photo. Or (if you're lucky) they might request an interview. Make sure your name, email address, and phone number are listed at the top.

List out your event information in clear who/what/when/where/why categories.
This helps writers quickly scan for important information. Listing out your event in this way enables them to see the unique pieces of your event without having to read through a long paragraph of information.

Send your media alert via email.
Writers these days, even writers for the old-timey daily newspapers—are used to doing almost all their work via email. They're busy; you're busy. They'll appreciate you making their lives easier by using email.

Do not attach anything to your email.
Attachments could mean a virus. Potentially virus-laden emails don't get opened. Don't send an attachment unless it's solicited.

Write clear subject lines.
The subject line to your email should start with "Media Alert" then a short descriptive about your event. Writers are more likely to look at an email if they know it is meant for them and not spam. For example: "Media Alert: The Rock Band to perform at Music Venue on February 1"

Download this handy, printable resource guide for more info on how to write a media alert. (PDF)

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Pro Tip: Adding Dates
For beginner, intermediate, and advanced producers

Want to know the best way to add more dates to your Brown Paper Tickets event? It's easy!

On the event creation/edit page, dates are set up under the "4. Dates and Prices" section. "Date Start" and "Date End" refer to the event dates; often, these are misinterpreted as the sales period.

Note: The event times are on a 24-hour clock, so 2:00 p.m. is 14:00.

Note: "Max Sales" should be set to the total number of tickets available for sale for that date.

There are 3 ways to set up dates for your event. Here is what your dates should look like:

1. Single date event

2. Multiple date run of performance/Tours

3. Passes

The "End All Sales: ____ hour(s) before the starting time" in the Add a Date section refers to when all sales should end for the event. This time can be set from 1-48 hours before the event. Once this cutoff time has been reached, the Final Sales List will be generated and emailed to you after 30 minutes. After this time, our call center will refer any requests from customers regarding changing the orders (e.g. refunds, reschedules) to you via the public contact information on the event page.

Once dates have been added, you are able to make changes or corrections by clicking on "Edit" to the right of the Date. Note: Trying to change information under "Add a Date" will create a whole new date that you might not want!

If you need any help or have any questions regarding this information, please give us a call at (800) 838-3006 and press 4 to speak with Client Services.

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Brown Paper Tickets
220 Nickerson Street, Seattle, WA 98109
(800) 838-3006