Writing an invitation to a media event
Ten helpful hints on writing an invitation to a photocall
or a press conference.
Scroll down or click here to
see and annotated example.
1. Include the date the invitation was sent out,
for your reference.
2. Identify clearly whether the invitation is to
a photo opportunity only or a press conference. (Note
that the media will often send cameras to both types
of event.)
3. Use a short, descriptive title.
4. The invitation should contain some newsworthy
information without giving away everything. It should
be no more than two paragraphs long. If there will
be both a photo opportunity and speakers, state this.
5. For a press conference, respected representatives
of the association and guest speakers should be named
in the release. For a photo opportunity, plan for
somebody who can respond to questions to be present,
and include this information in your invitation. At
the photocall, a press release should be available
with additional information on the event.
6. It is important that you state that a photocall
is an opportunity for photo journalists. This will
normally be enough to encourage reporters along for
'soundbites' (quotes from representatives present).
7. State clearly the date and the time of the event
- each on a separate line if possible. The venue should
be clearly indicated, and a map included if necessary.
8. Give the name and number of a person that journalists
can contact for further information.
9. Include the address and contact numbers for the
media representative. e-mail and internet addresses
are also useful.
10. Use footnote to present any supporting information
necessary.
National Medical Association
23 Howards Close,
Bigby,
Country
Tel: 0207 200 3745
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Invitation to a Press Conference/Photocall
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Europe's tobacco death toll;
Polish venue for European doctors' tobacco
control workshop 3
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Tobacco is the single biggest killer in Europe.
Every year in the European Union, more than
half a million people die from smoking. Across
the whole of the European region, cigarettes
are responsible for 1.2 million deaths each
year - one in six of all deaths. Unless urgent
action is taken, tobacco products will kill
2 million Europeans annually by the year 2020.
In Poland, 82,000 people die per year as a
result of smoking related diseases, and on Thursday
16 March doctors attending the tobacco control
workshop at the European Forum of Medical Associations/WHO
meeting will be greeted by the sight of white
candles lit in memory of those who die every
hour in Europe and Poland from smoking-related
diseases. 4
Dr XYZ, President of the National Medical Association,
Dr Marc Danzon, Director of WHO in Europe and
Dr Witold Zatónski, Head of the WHO Collaborating
Centre for a Tobacco-Free Europe at the Maria
Slodowska-Curie Cancer Centre, Warsaw, will
be present to inform the media of recent developments
on a European-wide scale to combat the tobacco
epidemic. 5 You are invited to
send a photographer to record this event.
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Date: Thursday 16 March 2000 7
Time: 11.00hrs
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Venue:
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Forum Hotel ul. Nowogrodzka 24/26 00-511 Warszawa
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For further information, please contact: 9
Ms Viviettlo 0123 456 7890
Public Relations Department After working hours
and weekends: 0123 987 6543 'National' Medical
Association
e-mail:
www: 10
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Notes for editors 11
i. The Tobacco Control Resource Centre (TCRC)
works in partnership with national medical associations
across Europe, supporting them in their efforts
to help patients, educate their members and
inform public policy with respect to tobacco.
The TCRC is a collaboration between the European
Forum of Medical Associations and the World
Health Organisation. The workshop is organised
by the Tobacco Control Resource Centre and runs
from 14.00hrs to 17.00hrs.
ii. The European Forum of Medical Associations
established a permanent forum with the World
Health Organisation in 1991. Their aims are
to improve the quality of health and health
care in Europe, exchange information, integrate
appropriate aspects of policies of Health For
All into basic medical education and to formulate
consensus policy statements on health issues.
Its members are the national medical associations
of the 51 countries of the WHO Euro Region.
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