How to publicize events and news
Media Relations at Carleton
We seek out positive stories about Carleton and work to publicize them through the media, increasing Carleton's visibility. To do this, our office:
- Distributes information and stories about Carleton to the media outlets (newspapers, magazines, radio, television and Internet).
- Cultivates relationships with reporters and media outlets.
- Monitors news to find the right fit for stories we place and locate stories about Carleton.
- Writes content for and maintains the Carleton Now website.
Do you have an event to promote?
- First, make sure the event is listed on the Campus Events Calendar. Include as many details as possible, including the correct contact information and sponsoring organization(s). If you need help getting it on the calendar, use the web team's request form.
- If the event is open to the general public, use this form: Promoting Your Event to the Media
- If it's primarily for a campus audience, please submit it to the Carleton Weekly.
Contact a member of the media relations staff when:
- you have an idea for a story about Carleton people or programs.
- you want to share a professional accomplishment of a member of your department.
- you want assistance with a College social media account.
Most event press releases and campus event calendars are sent to almost 75 media outlets in southeastern Minnesota. This list includes both Carleton and St. Olaf student newspapers and radio stations. When appropriate, we will pitch releases to specific national or regional media contacts.
- Please don’t assume that we know about your news and events. Be sure to inform us so that we can inform others.
- Always give us as much information as possible. It is easier for us to edit down information than to try to fill out a story.
- Work with us well in advance. To get the best publicity, we try to send press releases out at least three to four weeks in advance of the event. We would like to have information at least one month before an event. Sometimes a press release might need to go out or a story idea pitched months in advance. Our student writers have limited schedules, so the further advance notice we have, the better.
- We recognize that some events are planned at the spur of the moment. In those cases, we will do our best to get information out, but short notice makes it less likely that a media outlet will run the story.
Depending upon the news item, we distribute information through our website, email, fax, U.S. mail, etc. Following are four tools we used for publicizing the College, on-campus and off:
- Press Releases: Our office sends out news releases announcing on-campus events, highlighting student, faculty and staff accomplishments, and announcing developments and changes at the College. Ideas for press releases come from a variety of sources, and we are always looking for these ideas.
- Events: Carleton’s monthly public events calendar is distributed in hard copy and PDF format once a month (toward the end of each month) to selected media sources, Northfield community contacts and on-campus constituents. To be added to our distribution list, please send a request to email@example.com
- Carleton in the News: We work diligently to spread the news of Carleton by placing stories about the College’s people and programs in the media. The Carleton Now website includes a section aggregating Carleton’s appearances in newspapers, magazines, radio and television.
- Professional News: The "kudos" section of the Carleton Now website highlights significant achievements by Carleton faculty, staff, students and alumni. Appropriate items include papers presented, awards or grants received, articles and books published, and offices held. Submissions should include the name and title of the honoree, as well as a brief description of the accomplishment and can be emailed to firstname.lastname@example.org. We update this information regularly, and also check the Carleton Weekly and updates from Corporate and Foundation Relations for fresh content to cross-post on Carleton NOW.
- Social Media: When appropriate, we share stories from academic departments, student organizations, and other campus groups on the College's official Facebook, Twitter, YouTube, and Instagram accounts.
We can help...
- Because we work with media outlets on a daily basis, we have established relationships with their editors. It is easier for those editors to work with our office as a central campus contact rather than with individual departments and offices.
- All press releases issued through Media Relations are written in Associated Press style. A press release that is already ready to print is far more likely to get media exposure than one that needs extensive editing.
- We keep track of media deadlines and make sure that information reaches media outlets in time for publication.
Other ways of publicizing events...
- If you would like help with posters, programs, or photography for your event, please contact the Carleton Creative Services office.