Do It Yourself
Getting Publicity for News/Events 101
At a Glance
General News Submissions and Reporter submissions
At least 2 weeks prior to event and/or Reporter production
Rolling deadline publication in Spring and Winter annually
For a list of External Event Calendars
At least 10 days prior to event
At least 10 days prior to the 2nd Wednesday of the month
At least 3 weeks in advance of event
At least 2 weeks prior to event
Submit News – Members of UM-Dearborn's community are encouraged to submit information on their news and upcoming events to the Communications team for consideration. The Communications team can help determine if it is newsworthy based on their experience working with regional media outlets. Once news submissions are received, the team will evaluate and take action. The Communications team may include them in their ongoing information stream to local media outlets utilizing one of the following tools:
- A press release is often used for more formal/official communication. It typically requires approval from multiple sources.
- A media advisory is generally done for an event and includes basic information about the upcoming event.
- Pitches and Tip sheets are developed and geared toward a specific reporter or media outlet on a specific topic and typically are handled via email or phone.
Guidelines for News Submissions – News should be submitted in a paragraph format to email@example.com and include the Who, What, When, Where, Why. What makes this news significant and/or unique should also be identified, as should a contact person.
- Style Guidelines – UM-Dearborn follows AP Style in all written news/event communications. The UM-Dearborn Style Guide (attached) provides clear examples of some commonly used words and phrases. All news submissions should be made utilizing this Style Guide.
- Timing – All news submissions must be sent to firstname.lastname@example.org at least two weeks before an event. If information on the event is not provided within this timeframe assistance with publicity cannot be guaranteed.
- Should include the following:
- The specific sponsor & co-sponsors such as the department, program, association, etc. (not the University of Michigan-Dearborn). This statement should be included on all materials: The University of Michigan-Dearborn does not necessarily endorse speakers’ views.
- The funding source for the event, if appropriate. For example: “Partial support provided by the Office of……”
- An accessibility statement – The University of Michigan-Dearborn is required to make reasonable accommodations for disabled persons who may wish to attend campus events. When requests for accommodations are made, please contact the Institutional Equity Office (313-593-5320), who will work with the sponsoring unit and Counseling and Support Services to provide what is required to meet the needs of the attendees. The following is an example of an ADA-compliant statement that must be included on all materials: Anyone requiring accommodations under the provisions of the ADA should contact (name/number/email address of unit contact) prior to (month/day/year) to allow time for arrangements to be made.
UM-Dearborn calendar of events – Anyone with a UM-Dearborn uniquename and password is able to post events on the UM-Dearborn calendar. If you are interested in posting an event to the calendar and need assistance visit Campus Calendar Event Documentation for a step-by-step guideline. Events that have a large campus impact are posted on the Campus Events section on the UM-Dearborn Gateway.
External Event calendars – Local event calendars require a 10-day lead-time to post information about an event. A list of local event calendars is available. In most cases individual departments will be expected to utilize this list to get coverage of an event. This will include emailing information to list contacts about an event and/or posting on website event forms. Additional media outlets may be relevant to your event, please send them information as appropriate. Persons interested in receiving this list, please contact email@example.com. Media outlets on the list include:
Reporter – The campus’s official faculty/staff e-newsletter is published twice a week during the academic year and once per month in the summer. It is distributed via email to all UM-Dearborn faculty and staff as well as a group of retired faculty and staff members and selected community members and media contacts. Submissions are required ten days before production and can be sent to firstname.lastname@example.org, please include Reporter in the subject line. Submit news in a paragraph format and be sure to include the Who, What, When, Where, Why; also, please identify what makes this news significant and/or unique and be sure to include a contact person.
Legacy - is the magazine of UM-Dearborn and is mailed twice each year to more than 45,000 UM-Dearborn Alumni. It's also mailed to a select group of over 500 regional and community leaders to keep them informed regarding the news, activities and events happening at the University. The interesting work of UM-Dearborn students, alumni, faculty and staff is highlighted in the publication that consistently demonstrates the impact that the university is making in the region. To submit a story idea, email email@example.com.
Alumni emails/e-newsletter – Email is the primary way that UM-Dearborn communicates with many alumni. The alumni e-newsletter was developed in an effort to streamline communication and make sure that alumni aren’t getting multiple messages from the University. The alumni e-newsletter is distributed on the second Wednesday of every month to more than 20,000 UM-Dearborn alumni. Submissions must be of potential interest to UM-Dearborn alumni to be included. Submissions are required ten days before publication and can be sent to firstname.lastname@example.org, please include Alumni e-newsletter in the subject line. Submit news in a paragraph format and be sure to include the Who, What, When, Where and Why. Please identify what makes this news significant and/or unique. Also be sure to include a contact person.
- Additional email communication to alumni is often discouraged. When it is necessary, a request for a list of alumni e-mail addresses must be submitted in writing to the Office of Alumni Relations at email@example.com at least two weeks before the list is due. The Dean of the School/College that the request is being made for must approve the request. These requests will be reviewed by the Office of Institutional Advancement and approved on a case-by-case basis.
Campus Email – The campus community receives a large number of emails, therefore it is recommended that the other steps provided be followed before sending an email. If it is determined that an email is necessary, a strategic recommendation is that persons send one early notice of an event and one notice just before the event to the all faculty/staff email list. Please be courteous when sending these emails and be aware of errors on the email and inappropriate messages.
On-Campus promotion – The Office of Communications and Marketing can assist with general guidance regarding promotion materials. It is required that the correct UM-Dearborn logo be utilized on all materials.
- Flyers/Signage – Public posting is encouraged on specific bulletin boards across campus - all postings must be stamped for approval by the Student Activities Office, located at 2136 University Center. Visit the Student Activities Office Banner Request Form.
- Directional signage – to help get visitors to the correct location can be installed by Facilities Planning. For more information contact 313-593-5045.
- Marquees – Events sponsored by student organizations and/or the University can be promoted on the campus marquees and television screens. Submissions must be made at least 3 weeks in advance and will run for a maximum of two weeks before an event. Marquee Request Form
UM-Dearborn Gateway (UM-Dearborn’s homepage on the web) – The Office of Communications and Marketing determines what News content is included on the Gateway and makes the determination of what should be highlighted in these areas based on external appeal. Selected events that have a broad and external University impact are highlighted on the Campus Events section of the Gateway or are included with a promo button.
UM-Dearborn Social Networks – The University maintains a Facebook page and Twitter feed that can be utilized to promote events. Also, many other departments and offices also utilize social networks to target specific audiences. If you are interested in having your event included on the Facebook events section please send the event information to firstname.lastname@example.org at least two weeks prior to the event.
Michigan Journal – The Michigan Journal is published weekly during the fall and winter terms by and for UM-Dearborn students. Submissions must be received a week prior to desired publication and can be sent to email@example.com.
University Record & Record Update (U-M publications) – The University Record is published weekly during the regular academic year, except during scheduled university-wide breaks and serves thousands of active and retired faculty and staff with news and features covering the diverse university community. The Record Update is a daily online source of the latest news about U-M tailored specifically for faculty and staff. UM-Dearborn Communications staff is in regular communication with University Record reporters and include these contacts on media distribution lists. They are sent information on interesting faculty research, programs, receive links to UM-Dearborn experts that are quoted in the news and are included on the Reporter distribution list for consideration to be published in the University Record or Record Update
Event Photography Guidelines – The University does not have a staff photographer; therefore photography for events cannot be guaranteed. If photography is desired it is your responsibility to secure and pay for a photographer. The Office of Communications and Marketing can provide a list of photographers who have been used on campus whom you can contact regarding your event. If the Communications team plans to highlight an event or program in internal or external communications we will develop a plan with you to secure photography in advance. Please note that in many cases a release form, completed by a legal guardian, is required when minor children are involved and the images will be used to publicize/promote the event.