College of Fine Arts and Communications External Relations Editorial Procedure

Transcription

1 College of Fine Arts and Communications External Relations Editorial Procedure Purpose Help the College of Fine Arts and Communications Faculty and Staff understand the processes by which the External Relations Editorial team interacts with those in the college. Editorial purpose Writers are tasked with writing articles covering the events, projects, performances, exhibitions, experiential learning experiences and other happenings within the College of Fine Arts and Communications. A large part of that responsibility is writing news releases or advisories for upcoming events and performances that occur within the college, as well as feature articles or posts that offer an in depth look at student, college and faculty experiences. The content below sets forth the standards for news releases (event) and feature articles (non event). The following also includes the established timeline for articles and the procedure of communication with faculty, staff and students. Document Overview Topic Page 1. News Releases 1 3 University Communication Guidelines 2 Process 2 2. Feature Articles 3 4 Process 3 3. Closing the Loop 4 1. News Releases What events get news releases? Performances Tier 1 and Tier 2 ensembles* If a news release is requested (and meets news values: impact, timeliness, prominence, proximity, human interest, etc.) Academic events and other promoted events in the college Where news releases are posted BYU Arts if it s related to performances BYU News if meets the University Communications Guidelines listed below CFAC website for more academic events 1

2 Calendar Events vs. News Release? All BYU Arts events are on the BYU Arts calendar BYU News calendar can feature most events except recitals (student and faculty) and Tier 4 ensembles* BYU Arts Marketing places arts events on BYU calendar o Ken Crossley, Bridget Benton and staff put all arts events on the BYU Arts calendar and website If there is not enough information for a news release, the item will be placed on the Arts or BYU News calendar. *BYU Arts ensemble tiers is based on support services from BYU ARTS Creative/Marketing for print programs and publicity. However, External Relations may differ from that support for news releases and/or social media coverage. See attached document for BYU Arts Ensemble Tiers. University Communications Guidelines Natalie Ipson from University Communications advised the following: Our features on the news site are written like stories that any news outlet could run verbatim on their site should they choose to (e.g. the Deseret News often does ). We try to look deeper than the event itself and instead focus on people and issues. As Daniel Woodruff (news reporter for KUTV) said at our CASE Utah panel it s much easier to get a reporter s attention when you look beyond events and dates. If there s an event that doesn t have a lot of specifics, news hooks, or includes vague quotes about why it s going to be a good event, it will be limited exclusively to the university calendar. Also, the calendar gets tens of thousands of hits every day, and including something only on the university calendar doesn t mean it s any less effective at reaching the right audiences. BYU News purpose is not promoting performances. We, external relations, routinely pitch our releases and events to University Communications, but there is no guarantee that they will publish them. Guidelines for Quotes from Directors Quotes help bring the news release to life and offer the audience additional insight into the event that might not be explicitly expressed by just stating the facts of the event. This helps motivate audiences to participate in the event. When coming up with a quote, use the following questions to help brainstorm: What is new or exciting about this event? What drew you to the specific choreography/repertoire/etc. and why did you select it? Why should the audience care? Are there guests artists or faculty involved? Are there any special ways students are involved? Are there any specifics that make this event stand out? 2

3 How does this event connect to the community or world at large? Does it touch on any current social issues? Process We will give events a 2 3 paragraph article covering the who, what, when, where & why director for option to add a quote and/or insert more information for it to be considered on BYU News Without director input or response for a news release, we will default to listing it solely on the BYU Arts website to harmonize with what s already on the BYU calendar. o This will take place 2 3 weeks prior to the event Pitching to University Communications If the release follows University Communications news values, we will pitch it to them. However, it is not guaranteed that a release or feature will be published on BYU News. News releases often involve marketing and promotional language which University Communications is less interested in. News Release Timeline 6 weeks before event : we put the event in our queue 6 3 weeks before event : o reach out to directors, professors and students o conduct interviews o write up draft 4 3 weeks before event : send article to sources for final approval (24 48 hour deadline) 2 3 weeks before event : o TMA/Opera publicity photos taken by Marketing o Program put together o Event posters are available o Publish news release Correspondence Guidelines We reach out to directors and performers 2 6 weeks before an event If we do not receive a response within a week we will use program information to post an advisory/calendar event on BYU Arts and the BYU Calendar. 2. Feature Articles What constitutes a feature story? Student and faculty achievements and awards Experiential Learning experiences o Study abroad, internship, working with guest artists and faculty, etc. Lectures, forums and other academic opportunities throughout the college Other noteworthy experiences that occur within the college Where feature articles are posted CFAC website 3

4 Department/School specific website Sometimes pitched to University Communications with the potential to be posted on BYU News or to an outside news source like The Daily Herald. o We also have the option to pitch story ideas before we begin writing Process Attend event if notified before event occurs and if schedule allows Contact students, faculty and/or staff involved in the experience Go through traditional editing and reviewing processes before publishing online Feature Timeline Because features are not always tied to upcoming events they are not always as time sensitive as news releases. Additionally, the type of feature stories covered are varied and require different timelines. General guidelines: o The earlier we know about an experience, the more time we have to prepare before the experience and the quicker the article will be published after the experience. o If we don t know about the experience until after it has taken place or right before it happens the longer it will take to get published. Correspondence Timeline The general methods of contact will still apply ( , follow up phone call, etc.). However, the way and time in between contacts will differ from article to article. The one thing that will remain the same for feature articles is after 4 weeks of no response the article will be dropped. 1 st Contact : o Give source hours to respond about how to proceed 2 nd Cont0 act : reminder 3 rd Contact : Call 4 th Contact : Melinda Semadeni follows up 5 th Contact : Inform we re dropping the article o After 4 weeks of no response, the feature, and all associated coverage, will be dropped. NOTE: Due to the limited hours of our employees and the large amount of events/experiences to cover within the college, not every event/experience may get a news release/feature article. Within the college, the editorial staff tries to equally represent all departments, this may also prevent some events/experiences from getting coverage. When planning department coverage, it is appreciated when departments notify us of which events/experiences they want to make a priority. 4

5 3. Closing the Loop Once an article has been published, the Editorial team notifies the involved parties through a process we call Closing the Loop. Closing the Loop involves: o Notifying those who are quoted in the article, or who the article is about, that it has been published and where. o Asking the involved parties to share it through their personal social media accounts if so desired. o Notifying the Social Media team within External Relations to share the content on corresponding social media accounts. o Notifying departments through the External Relations Council department dashboards which are updated monthly. o Contacting department heads, Dean s office personnel, University Communications or others as we feel necessary. 5

6 Ensemble Tiers College / Subgroups Ensemble / Performance Tier Notes on Support 1 Theatre and Media Arts (TMA) 2 Mainstage Music Dance Theatre Productions (i.e., Musicals) 1 3 Theatre Productions 1 4 Young Company Shows 1 5 Broadway Revue 1 Often provide own assets 6 Greek Theatre 1 Often provide own assets (that we print) 7 8 Final Cut Film Festival 2 Often Provide own Programs 9 BFA New York Showcase 2 Often Provide own Programs 10 Microburst 3 Essentially unsupported Hr Theatre 4 Unsupported Hr Film 4 Unsupported 13 Performing Arts Management (PAM) 14 Vocal Point 1 unsupported Brochure 15 Noteworthy 1 unsupported Brochure 16 Spectacular 1 unsupported Brochure 17 Cougarettes? 1 unsupported Brochure 18 CFAC Dean's Office 19 Alumni Lecture 2 Posters (no programs), Foam core mounting for departments 20 Faith & Works Lecture Series 2 Posters (no programs) 21 BRAVO! 22 Off The Map Events 1 23 All BRAVO! Events 1 24 BYU Department of Dance 25 Big 5 Events Dance in Concert (Dance Showcase Tier 1 Ensembles) 1 26 Living Legends 1 27 Contemporary Dance Theatre in Concert 1 28 Theatre Ballet in Concert 1 29 Christmas Around the World (CAW) (IFDE - International Folk Dance Ensemble) 1 30 IFDE: Journey 1 PAM Supported (i.e., unsupported) 31 Ballroom (in Concert) 1 unsupported dancensemble 2 34 Ballet Showcase 2 35 Children's Sharing Showcase 4 Unsupported 36 Children's Dance Works 4 Unsupported 37 Evening of Dance (Children) 4 Brochure 38 Senior Showcase 4 Brochure 39 Dancesport (fall & winter) 4 Brochure 40 BYU School of Music 41 Instrumental Showcase 1 42 Celebration of Christmas (Combined Choirs & BYU Philharmonic) 1 43 Family Concert Series Events 2 No posters (maybe design generic poster) Bands Wind Symphony 1 46 Wind Symphony & Symphonic Band 1 47 Symphonic Band 2 48 BYU Cougar Marching Band 2 49 University Bands Choirs Choirs Showcase 1 52 Winter Choirfest 1 53 BYU Singer's & Concert Choir 1 54 BYU Men's Chorus 1 55 BYU Women's Chorus 1 56 BYU Men's & Women's Chorus 1 57 University Chorale 3 Spring and Summer Performances Tier Jazz Synthesis 1 60 Jazz Showcase 2 61 Jazz Ensemble 2 62 Jazz Voices 2 63 Jazz Ensemble & Jazz Voices 2 64 Jazz Legacy Dixieland Band 4 65 Jazz Combo Night 4 66 Jazz Festival with Synthesis 4 Festival Unsupported 67 Jazz Lab Band Orchestras Chamber Orchestra 1 70 BYU Philharmonic 1 71 BYU Philharmonic: Evening of Concertos 1 72 BYU Baroque Ensemble 1 73 Symphony Orchestra 2 74 Symphony Orchestras: Evening of Concertos 2 75 University Orchestras & University Strings Opera / Young Ambassadors Fall Opera 1 78 Young Amabassadors 1 79 Opera Scenes 2 80 An Evening with the Opera Chorus 4 81 Young Artists of Voice 4 Often Provide Own Programs New Music Group for New Music 4 84 Student Composers Showcase 4 85 Utah Crosstalks Percussion Evening of Percussion 1 88 Percussion Ensemble 1 89 Gamelan Bintang Wahyu 1 90 Panoramic Steel Faculty Ensembles Orpheus Winds 4 93 Faculty String Quartet 4 94 Deseret Piano Trio 4 95 Q'd Up 4 96 Sundance Trio (?) 4 97 All Individual and Joint Faculty Recitals (FR) Other Folk Music Ensemble American Piano Duo (?) or Quartet Saxophone Chamber Night Trombone Choir Woodwind Chamber Night OcTUBAfest Brass Chamber Songwriters Showcase (?) String Chamber Night Flute Choir TubaChristmas Harp Solo and Ensemble Primrose Memorial Concert All Guest Artists (GA) 4 Occasionally Ticketed (Mostly Free) Exported on August 15, :45:30 PM MDT Page 1 of 1