News Media Invites and Event Press Release Guidelines
Email information regarding events and to involve media to teresa.mccreery@jcjc.edu 4 weeks in advance of the event. Please include the following information in the body of the email:
- Contact person and/or organization.
- Type of event: conference, announcement, grant, meeting, etc.
- Times/dates of the event, best visual or media time to cover the action or speaker.
- Location and alternate bad weather location of event.
- Names & titles of dignitaries with bio’s and photos if appropriate. Also, include a list of college personnel involved.
- Detailed agenda of event.
- Provide program or event guides if available.
- Will media be invited to cover the event along with college public relations?
- Explain if Partnerships or Government agencies are involved and how.
- Provide facts only. Do not attempt to write a story.
- List any special instructions: limited photography/interviews, guest contact person, reserved parking etc.
PSA Requirements & Guidelines
For class announcements please supply the following: name of class/course; non-credit or college credit; when and where is it offered and for how many weeks; class description of what will be taught specifically; course certificate/credentials earned upon completion; CEU’s available and cost; registration date, time, location; cost of course; contact person, number/email, and any exceptions or limitations in regards to the class. Email information to teresa.mccreery@jcjc.edu .
Public Relations Photograph Guidelines
- Permission: Permission is needed from students and guests before a photo is taken.
- Format: Photos should be submitted as jpgs at the highest quality resolution the device allows. Photos should be provided by email as an attachment. Copies of photos posted on social media are not an acceptable format.
- Lighting: Use a flash for good lighting. A grainy or blurred effect occurs if the photo is poorly lit. Outdoor shade can cause the subject to be dark unless a flash is used. Consider the location of the sun in relation to subjects. Bright sunshine often results in squinting.
- Background Tips: Lights or windows behind subjects can cast a ‘glow’ or create background darkness and shadows. Positioning should ensure that tall objects (trees, poles, etc.) do not appear as growing out of the heads of subjects. Shiny backgrounds reflect flash, so consider a ‘matte’ or flat surface.
- Background Colors: Avoid using dark colors or white as backgrounds. Shades of red are complementary to most skin tones. Plant greenery is an easily accessible, neutral background. Ensure the subject remains the focus and not a busy background.
- Composition: Publicity pictures are a reflection of the college. Proper attire should be at a high standard for all publicity photos Check that hats, sunglasses and other similar items are removed. No offensive logos or advertisements for other businesses and schools should be visible on clothing in photos.
- Placement: Compose the picture with dignitaries in the middle (donors giving award, cash, guest speakers) flanked by others. JCJC administrators, teachers or representatives always stand next to the guest dignitary. The envelope/award should be held by the guest/dignitary in the middle with the JCJC representative receiving the object. Ask persons being photographed to stand a foot away from the wall or background with arms by their sides, flanking the middle person and turned inward without “profiling.” (Ex :///-\\\)
- Identifying Information to Accompany Photo: Include in the email accompanying the photo, the identity of those pictured from left to right, front row, middle row and back row. Include the name of the photographer. It is important to include relevant titles of subjects, student’s classification (freshman/sophomore), hometown, high school and major or program. Double check for correct spelling.
- Purpose and Supporting Information to Accompany Photo: Include in the body of the email the purpose of the photo, honor or award, along with any additional information that describes the photo. Supply quotes to add clarity and interest.
*Please note that there is a difference in the guidelines surrounding our public relations stories and social media posts. While both are institutionally branded, they are two different marketing tools with different rules of composition, audiences and messages. Social media guidelines with contact information are also posted.