Ensure reporters attend your next event
Written by niki juhasz
So you’re going to host an event. And…you think it’d be great if local reporters were there.
Time for a media advisory!
Media advisories are essentially a heads-up to journalists about an upcoming event, such as a media briefing or a conference presentation. (Not to be confused with a press release – media alerts are much more basic.)
Today, we’ll break down when to use them, share some tips and even show you a (Harry Potter-themed) sample…
when to use media advisories
Think of a media alert or media advisory as a less-fancy Paperless Post. You’ll want to send a media advisory:
When you’re hosting an event: Your big gala, a celebration (like when an elementary school is announcing improvements on end-of-year testing) or any other event you’d like journalists to attend. A media alert tells reporters you’d like them to show up and that they’re welcome to write a story about it – and even bring a photographer or camera crew.
When you’re hosting a briefing: Media advisories are especially useful when you have a new study to release or announcement to make and want to share information and impact with a bunch of journalists at once. The advisory lets them know where the briefing is, what time to be there and who will be speaking.
When you’re inviting press to a conference session: Media advisories are a great way to let journalists know about a conference session you are presenting that is open to the press.
best practices for media advisories
Keep It Short and Sweet: A media advisory should clearly communicate the "who, what, when, and where" in a concise format that's easy to email to journalists. Think of a wedding invitation – give them everything they need to show up prepared for the event, and nothing more.
Include Need-to-Know Info: Is there a dress code? Will there be equipment for press? Include any details they may want to be aware of, especially if it would entice them to attend.
example media advisory
MEDIA ADVISORY
FOR IMMEDIATE RELEASE
HOGWARTS SCHOOL OF WITCHCRAFT AND WIZARDRY WELCOMES PRESS TO FIRST DAY OF SCHOOL CELEBRATION
WHEN:
July 31, 2025
10 - 11 a.m. (BST)
WHERE:
Hogwarts School of Witchcraft and Wizardry
Main Courtyard
WHAT:
Hogwarts School of Witchcraft and Wizardry is pleased to invite members of the press to attend a special first-day celebration on July 31, marking the beginning of the school year!
The festivities will include a Sorting Hat Ceremony to welcome new students, followed by a stirring speech from Headmaster Albus Dumbledore. We’re serving butterbeer to attendees, as is tradition.
Journalists can capture photos, conduct interviews and witness Hogwarts’ magic up close.
IMPORTANT NOTES:
Please arrive by 9:45 a.m. BST for registration.
Dress code: Casual wizarding attire (robes are optional, but encouraged).
Press members may use the provided malt box for any technical setups prior to the ceremony.
For any additional information or to confirm attendance, please contact the Hogwarts Press Office at media@hogwarts.edu.
We look forward to seeing you there!
CONTACT:
Hogwarts School of Witchcraft and Wizardry
Press Office
media@hogwarts.edu
things to watch out for
Logistics: Make sure you’re prepared to host media at your event before you invite them! Nothing is worse than having a journalist show up, and you’re not prepared to get them settled, introduce them to key spokespeople and ensure they have what they need to tell their story.
Journalists Are Busy: Whether in-person or virtual, journalists are often on a tight schedule, which can make it hard for them to attend events.
Relevance: Media advisories are most effective when there's new information to share. If you're building on findings from an old report, a direct email to journalists who have covered the topic before may be better.
Balancing Attendance and Interaction: A large number of journalists can mean fewer chances for one-on-one interactions, which are important for clarifying information and reinforcing your message.
A media advisory is a quick and easy way to invite journalists to an event, and a great tool in your media relations toolkit. It's pretty simple to put together, but it can get you major results if you're strategic about it.
Enjoy your event!
PS - Need help with your media outreach? We’re here for you!
