In working with ASCE Sections and Branches on their PR programs, one of the most frequently asked questions I receive is about how to “get the word out.” You may have spent weeks, months or even years organizing an event and now it’s finally time to spread the word about it. But how should you go about doing so?

There are a variety of tools you can use, but one of the first things you should consider is your audience. Are you promoting an event to primarily local ASCE members? Publish a blurb on your Web site, in your newsletter and in other publications you use to communicate with your members. Keep in mind that blurbs on a Web site or in a newsletter should be kept short and to the point – a length of 75 to 100 words is usually best.

If you want to communicate with people outside your Section or Branch, there are a variety of ways to do so. Many media outlets, including newspapers and TV stations, have event calendars on their Web sites. Visit the outlet’s Web site to see if they have a calendar listing feature and look for the appropriate contact to have your event added. Keep your eyes open for additional opportunities to promote your event, such as on a community bulletin board at your local library, community center, university and other locations, including coffee shops and bookstores.

If you want to invite media to your event, you’ll want to distribute a media advisory. Advisories are normally sent to media about a week to 10 days prior to an event and include important event information, including who, what, when and where, with minimal details about how and why in the body of the advisory.

If you have any questions or would like assistance promoting one of your Section or Branch’s events, email me and I’ll be happy to help!

Have you promoted a Section or Branch event in the past and discovered other useful tips for getting the word out? Or did you have something not work out as planned? Share your experiences in the comments!

Karen Albers
Manager, State Public Relations

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