A sample policy statement would be:
“The GreenStreet Inn invites qualified members of the media to visit our property for the purpose of doing research for future articles. A complimentary stay of two nights, including breakfast, afternoon high tea, a visit to the Art Museum and a tour of Charlotte will be available to the journalist and one guest, based on prior reservations, space available and acceptance of credentials. It is expected that visiting writers will write an account of their visit and will submit and/or place the article in agreed-upon venues.” Please see attached document “Press Trip Contract” for further information on conduct and expectations.

The selection of participants for press trips is the most critical part of a successful process. If you choose wisely, you will have a much better chance for success in receiving editorial coverage.

The following are factors to use in making decisions about who is eligible:

• Qualified staff member of a travel publication or travel section of a publication, magazine or newspaper.

OR: If freelance:

• Proven credentials in reporting on travel destinations, facilities, activities and services
• Active membership in a professional association of writers
• Have an assignment by a publication to produce an article
• Will produce an article in which the client has the opportunity to be mentioned, and of which they will be able to obtain a copy

Press trip announcement
Issue a press trip announcement just as you would distribute a news release, using a reputable distribution service. Post the trip on online bulletin boards and websites for journalists. Clearly state the location, duration, description, inclusions and exclusions for the visit. Ask respondents to submit their credentials, letters of assignment and state your target publications. For instance, you can invite “Journalists who write for nationally based travel publications which have a circulation of 500,000 or more.” Or “Travel Editors of major city newspapers in the Northeast U.S.”, “Women’s Magazines”, etc.

Once Writers Respond To Your Announcement Asking For Additional Information Or Asking To Be Included, Be Sure You Get Back To Them Quickly, Giving Links To Package Descriptions And Itineraries On Your Website. Evaluate The Respondents And Let Them Know That They Do Or Do Not Qualify For The Event.

When Writers Contact You Requesting A Press Visit, Remember That It Is Up To You To Decide Whether Or Not A Request Is Granted. Various Factors May Enter Into Your Decision Such As: Availability Of Space On A Trip, Need For PR On A Specific Itinerary, Cost Of Hosting, Etc.

Hosting The Press Can Offer Rewarding Results With Good Forethought And Proper Planning.

Tourism Marketing Success, Professional Online Press Kits & Media Outreach
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