SayPro Sending Formal Invitations & Preparing a Media List for Post-Event Follow-Up

SayPro Media Outreach: Sending Formal Invitations & Preparing a Media List for Post-Event Follow-Up

---

1. Sending Formal Invitations

Objective:

To formally invite media representatives (journalists, influencers, and industry experts) to attend SayPro’s event and secure media coverage.

Steps for Sending Formal Invitations:

• Prepare Personalized Invitations:
  • Personalization: Tailor each invitation to the specific journalist or influencer by addressing them by name and acknowledging their past work.
    • Example: “Dear [Journalist’s Name], I’ve been following your coverage of [topic], and we believe our upcoming event on [event topic] would be of great interest to you.”
  • Event Details: Include key event information:
    • Date and time of the event.
    • Location: Specify whether the event is in-person or virtual.
    • Agenda/Highlights: Briefly explain key moments of the event (e.g., product announcements, guest speakers, panels).
    • Exclusive Access: Offer opportunities for exclusive interviews or content to make the invitation more appealing.
  • RSVP Instructions: Clearly outline how media contacts can RSVP and encourage early confirmation.
    • Example: “Please RSVP by [date]. We look forward to your attendance at this important event.”
• Use Multiple Channels for Invitation Delivery:
  • Email: Formal email with the invitation details. Attach a digital version of the invitation and include a link to a registration page if available.
  • Phone Call: For high-priority journalists, consider following up the invitation with a personal phone call to confirm their attendance and address any questions they may have.
  • Social Media DM: For influencers or digital-first journalists, consider sending a direct message via LinkedIn, Twitter, or Instagram, along with the invitation details.
• Event Registration Link: If applicable, include a registration link to make it easier for media attendees to confirm their presence. Platforms like Eventbrite or Google Forms can be used for seamless registration.
• Sending Invitations on Time:
  • Send out the first round of invitations at least two to three weeks before the event.
  • Follow-up with reminder emails closer to the event date (e.g., one week prior).

---

2. Preparing the Media List for Post-Event Follow-Up

Objective:

To create a comprehensive list of media contacts for effective follow-up after the event, ensuring coverage and continued engagement.

Steps for Creating a Media List for Post-Event Follow-Up:

• Segment Media Contacts by Type:
  • Journalists: Separate them by publication (e.g., business, tech, lifestyle, trade) and coverage type (news, feature articles, product reviews).
  • Influencers: Identify social media influencers by their platform (Instagram, YouTube, LinkedIn, etc.) and their audience type (e.g., general public, professionals, niche sectors).
  • Industry Experts: List thought leaders who might provide expert commentary or interviews post-event.
• Organize Key Information:
  • Name of Media Contact: Ensure correct spelling and professional titles.
  • Outlet Name: The name of the media organization or publication they represent.
  • Contact Information: Include email addresses, phone numbers, and relevant social media handles.
  • Position: The role of the contact (e.g., reporter, editor, influencer, etc.).
  • Previous Coverage: If possible, note any relevant past coverage of SayPro events or similar topics to help tailor the follow-up.
• Categorize Based on Event Relevance:
  • Categorize media contacts based on who covered the event or who might be interested in post-event coverage.
    • VIP Media: Major media outlets or influential journalists who should receive direct follow-up.
    • Secondary Media: Smaller outlets or less influential journalists who may still be interested in coverage but require less personalized follow-up.
    • Influencers: Categorize by platform and audience size to know who to target for specific post-event content (e.g., Instagram posts, YouTube reviews, blog articles).
• Track RSVP and Attendance:
  • Create a separate list of attendees who confirmed their RSVP and actually attended the event.
  • Track attendance to ensure you follow up with all those who were present at the event and not just those invited.

---

3. Post-Event Follow-Up with Media Contacts

Objective:

After the event, follow up with media representatives to assess coverage, receive feedback, and encourage further media engagement.

Steps for Post-Event Follow-Up:

• Send Thank-You Emails:
  • Send a personalized thank-you email to each journalist, influencer, or media representative who attended the event, thanking them for their participation.
  • Include event highlights, any relevant content (such as photos, videos, and key quotes), and a link to post-event resources (press release, event recording, etc.).
  Example:
  “Dear [Media Contact],
  Thank you for attending our recent event, [Event Name]. We were delighted to have you there and appreciate your coverage. If you need any additional information or materials for follow-up stories, please don’t hesitate to reach out. We look forward to staying in touch!”
• Provide Event Recap & Additional Resources:
  • Include a summary of key event moments or an event press kit with downloadable resources (e.g., event photos, video clips, quotes from speakers).
  • Offer exclusive follow-up opportunities for interviews or additional details not covered during the event.
• Request Coverage Confirmation:
  • Politely ask media contacts when they plan to release their coverage.
  • Inquire if there are additional content angles they’d like from SayPro to enhance their stories.
• Track Media Coverage:
  • Monitor press coverage of the event and keep track of articles, social media mentions, and influencer posts related to SayPro.
  • Use media monitoring tools (like Cision, Meltwater, or Google Alerts) to identify and track any coverage related to your event.
• Engage with Post-Event Content:
  • For influencers: Engage on social media by sharing their content, tagging them in your posts, and thanking them for the coverage.
  • For journalists: Share their articles on social media or in internal communications to further promote their coverage.
• Maintain Long-Term Relationships:
  • Establish a media contact database that will allow you to track relationships and maintain regular communication for future events or initiatives.
  • Offer early access to new product launches or corporate updates to media professionals who have shown interest.

---

4. Follow-Up Templates for Media Contacts

Thank-You Email Template:

Subject: Thank You for Attending [Event Name]

“Dear [Journalist/Influencer’s Name],

Thank you for attending [Event Name] on [Event Date]. We truly appreciate your time and interest in our event. It was a pleasure having you there, and we hope that you found the presentations and discussions valuable.

Please feel free to reach out if you need additional information or materials to support any coverage you’re working on. We’ve attached the [press release, event photos, and any relevant assets], and we’d love to stay in touch for future updates.

Best regards,
[Your Name]
[Your Position]
SayPro Corporate Advertising Office
[Contact Information]”

Coverage Request Follow-Up Template:

Subject: Looking Forward to Your Coverage of [Event Name]

“Dear [Journalist/Influencer’s Name],

I hope you’re doing well. I wanted to follow up regarding your attendance at [Event Name]. We’d love to hear about your experience and learn when we might expect to see coverage of the event. If there’s anything else you need to enhance your story or if you’d like additional insights, please don’t hesitate to get in touch.

Looking forward to your coverage!

Best regards,
[Your Name]
[Your Position]
SayPro Corporate Advertising Office
[Contact Information]”

---

Conclusion

Effective media outreach not only involves inviting the right people but also maintaining relationships post-event. By sending personalized invitations, carefully tracking your media list, and executing thoughtful follow-up strategies, SayPro can maximize media coverage, build lasting relationships with journalists and influencers, and enhance the effectiveness of future events.