Media Tools

Press Releases | Media Advisories

Press releases and media advisories are effective media tools to use when promoting the International Candlelight Memorial. For your convenience, we have provided below some guidelines and examples.

Press Releases
Press releases are the simplest, most effective way for you to provide the media with information about your observance of the International AIDS Candlelight Memorial. We have included a sample press release announcing the event

Steps to Producing and Distributing a Press Release include:

1. MAKE A MAILING LIST
Using the phone book to research local newspapers, radio stations and television stations. If you have the time, call the news sources and ask to whom you should send a press release. You may also ask, at this time, to whom should you send public service announcements and community calendar announcements. Researching all these questions in one call will save you time later on. Big city newspapers often have a particular reporter who covers AIDS news.

2. WRITE THE PRESS RELEASE - OR USE THE ONE PROVIDED BELOW
Format: At the top of the press release, include a contact name and phone number, the date of mailing, and the words "FOR IMMEDIATE RELEASE." The sample press release illustrates the correct format. Your media contact should be one of the event organizers or someone else who can speak knowledgeably and concisely about the subject.

Headline: Centered, in bold, slightly larger type, the headline should state the central information about your event. You can also give a secondary headline in smaller type, but still bold face.

Content: The first paragraph must include who, what, when, why and where. Give the event name, the site, the time, major participants (especially pubic figures), and basic program content. Also include the information that your event is part of a global grassroots event taking place in approximately 4,500 communities in 93 countries around the world.

3. DISTRIBUTION AND FOLLOW UP
You may wish to follow up on your press release with a phone call. Call the media a couple of days after your press release has been sent, and ask to speak to the City News Editor (of course, the editor who handles local news stories may have a different title). Explain to the City News Editor that you sent a press release about the local observance of the International AIDS Candlelight Memorial, and ask if he or she received it. If so, tell the Editor how important you believe the event is for your community, and ask him/her to assign a reporter to write a story about it. Offer to provide him/her with the names of people who could be interviewed for a story, such as people with HIV/AIDS, or people who care for people with HIV/AIDS.

PRESS RELEASE Template - Insert Your Information

‹Your Organization's Letterhead Here› For IMMEDIATE RELEASE May 10, 2006 Contact: ‹Insert your name› ‹Insert your contact information› 23rd Annual International AIDS Candlelight Memorial to be observed worldwide on May 21, 2006. The largest global grassroots AIDS event. On May 21, 2006, the International AIDS Candlelight Memorial will be held in approximately 4,500 communities in 93 countries making it the largest grassroots AIDS event to date. The annual event, coordinated worldwide by the Global Health Council, commemorates the lives lost to AIDS, demonstrates support for people living HIV/AIDS, and mobilizes community-based responses to HIV/AIDS. ‹Details of local International AIDS Candlelight Memorial event including place, time, date and who is organizing it.› The theme of this year's International AIDS Candlelight Memorial is "Lighting the path to a brighter future." According to Grassroots Coordinator, ‹Insert your name›, "The International AIDS Candlelight Memorial is an opportunity for each of us to dedicate ourselves - for the first time or once again - to the fight against AIDS. We will join together in our commitment to continue our fight against AIDS until the pandemic is over for all people everywhere." ‹A quote from one of the local organizers, a local person living with HIV/AIDS and/or a friend or family member› Around the world, local coordinating organizations, which are often community-based AIDS organizations, religious groups or coalitions of people living with HIV/AIDS, have already begun planning Candlelight events in their areas. Anticipated Candlelight observances include a variety of events from the lighting of candles and oil lamps in over 200 rural villages in Southeast India to candlelit processions in Latin America to interfaith memorial services held in towns all over the U.S. ‹Description of the program of your local event› For further information about the local event, or to volunteer to help organize or staff the event, call (contact name) at the (organization name) at (phone number) ** END ** ‹Add info about your organization and website here.› *The International AIDS Candlelight Memorial is the largest grassroots AIDS event in the world. For more information on the global event, please visit www.candlelightmemorial.org

Download the Press Release template [MS Word, 44k]

Media Advisories
Media advisories are condensed, one-page versions of press releases. They are written in a "who, what, where, when, why" format, and do not need to be double-spaced. They serve as a reminder to the media, and should be timed to reach the media just a couple of days before the event. Media advisories should be sent by fax, to convey a sense of urgency, but mail is fine if it is not possible to fax. Media advisories also give you an opportunity to provide the media with information about any late developments in your plans, such as a change of time or location, or the list of people who will speak or perform at your event.

You may use the template below to tailor to your local observance. Be sure to use your organization's letterhead.

MEDIA ADVISORY Template - Insert Your Information

‹Your Organization's Letterhead Here› MEDIA ADVISORY MAY 10, 2006 CONTACT: ‹Insert your name› ‹Insert your contact information› THE ‹INSERT COMMUNITY NAME› AMONG 4,500 COMMUNITIES TO PARTICIPATE IN THE 2006 INTERNATIONAL AIDS CANDLELIGHT MEMORIAL WHO:The citizens of ‹Insert Community Name›, hosted by ‹Insert the local organizers of the event›, with guest speakers ‹Insert special speakers and entertainers› WHAT: The ‹Insert Community Name› observance of the 2006 International AIDS Candlelight Memorial, held this year in approximately 4,500 communities in 93 countries. The program includes ‹insert brief details of the event›. WHERE: ‹Insert Location› WHEN: ‹Insert date and time of your event› WHY:To remember those who have died of AIDS and to support those who are living with HIV and AIDS. To provide information to the citizens of ‹Insert your community name› about the HIV/AIDS services and volunteer opportunities offered by local HIV/AIDS organizations. To promote the theme: "Lighting the path to a brighter future." ‹Quote from local speaker or event organizer(s) here› ** END **

Download the Media Advisory template [MS Word, 44k]