News From Student Sections

Promotion Tips for Chapter Events 

If you're an officer creating your own volunteer activity, you'll want to make sure everybody knows about your project and what you hope to accomplish. You might invite your entire neighborhood, institution, or community to get involved. It depends on the event and your desired outcome. It pays to advertise so get ready to sell your event!

THE OSA WEBSITE POSTING

OSA Student Chapters can post events on the Student Services Events Calendar available on the OSA website at www.osa.org/studentcenter/events/. Officers may list as much or as little about the events as they wish and submit the information via an online form. Once the information is submitted, it is automatically sent to OSA for review and approval and the information is usually posted within 30 minutes.

THE FOCAL POINT ANNOUNCEMENT

Focal Point is published electronically on a quarterly basis. Focal Point articles are due by the end of the first week in March, June, September, and December. Submit the press release for your upcoming event to the chapter liaison on staff at OSA or email chaptersandsections@osa.org.

THE ALL OSA CHAPTER OFFICER EMAIL

If your event has a large enough scope to be open to other students, consider submitting an officer email request to the student chapter liaison at OSA. The liaison can send your announcement to all OSA chapter officers to promote to their chapter members!

THE PRESS RELEASE

The press release is the most common tool used in public relations. Your release informs editors and reporters what news you have to offer and gives them the chance to weigh it against other demands for news space. Keep it short. A typical newspaper in a metropolitan area will receive hundreds of releases every day and an editor doesn't have time to do much more than give each one a glance. You should create a "news hook" -- a headline and a strong and vibrant first paragraph showing the importance of your news release.

Content of the Release

Whenever possible, the first paragraph or "lead" should answer the five basic questions: Who, What, When, Where and Why. The headline on your release is nothing more than an abbreviated version of the lead. The paragraphs that follow the lead provide supporting details.

The second paragraph should be devoted to developing the "news hook" or the story in a succinct, declarative way.

If an individual is the subject of a release, substantiate his/her qualifications in the third paragraph by ranking them from most to least impressive.

In the fourth paragraph, state the relevance of the individual or event to the OSA chapter.

Include in the final paragraph the general purpose of OSA taken from the Mission Statement.

"The mission of OSA is to promote the generation, application and archiving of knowledge in optics and photonics and to disseminate this knowledge worldwide."

Or you could use:

"The Optical Society of America is dedicated to providing its members and the scientific community with educational resources that support technical and professional development. OSA publications, events and services help to advance the science of light by addressing the ongoing need for shared knowledge and innovation. The Society's commitment to excellence and long-term learning is the driving force behind all its initiatives."

At the end of the page, add "slug lines." These are journalistic shorthand to signify the end of the release. Put either "-30-" or "###" at the very bottom of the last (or only) page of the release. The editor will then know not to look for more.

Pointers for Writing your Press Releases

A snappy headline will often be what catches the eye of the editor. Keep it brief and interesting. Use bold print and/or capital letter. The headline should be an abbreviated version of the "lead" in the first paragraph.

Keep you sentences and paragraphs short. A single sentence can suffice as a paragraph. Two pages, fronts only, is generally the limit

Give exact date of events. Use "Friday, October 21, 19--". Check all days and dates on a calendar. Use a.m. or p.m. If your news release concerns an upcoming event, include the address as well as the name of the place.

Give the town of residence for all the people mentioned.

Spell out numbers from one to nine; use numerals for 10 and above. Do not begin a sentence with numbers.

Check all names for accuracy and spelling. The first mention of a name is "John Smith of Newark ." Subsequent mentions are "Mr. Smith," although the editor may delete the "Mr."

Attribute any opinions. For example, According to Mr. Smith, "The correct use of parliamentary procedure insures that our meetings are conducted democratically."

Proofread - thrice. Grammar, spelling, and typing must be perfect! Misspellings, grammatical errors, or typos are the quickest route to the editorial wastebasket.

Format of the Release

Use your official chapter letterhead for the release. If your chapter does not have a letterhead, use 8.5"x 1 l" paper and put the pertinent information at the top of the paper (organization name, address, etc.).

Type the release, double spaced, front side of page only.

Type the headlines in capital letters; double space if two or more lines are used.

The text should have generous margins (1" to 1.5") on both sides and at the top.

If you have a sharp, clear glossy photograph (black and white) that goes well with the release, include it. Carefully identify the photo and everyone in it (from left to right) on a second piece of paper (typed) and attached to back of photo with a single piece of scotch tape. NEVER WRITE ON THE BACK OF A PHOTOGRAPH, and never send Polaroids. Photographs will not be returned.

Keep a copy of all releases filed in chronological order.

Give the following information at the top of the page. It can go in either the left or right-hand corner, but should be consistent:

CONTACT: John or Jane Doe
Phone: (000) 123-4567 (office)

This tells an editor or reporter whom to call if there is a question about your release. In the other corner type: For Immediate Release: (date)

Before you mail or deliver your release make multiple copies. Send one, keep one for your files, and give one to the chapter president and one to the secretary.

Sample Release

SPECIAL NEWSPAPER FEATURES AND SECTIONS

Many newspapers have special features and sections that focus on organizations providing service to their communities. Smaller newspapers may even be receptive to a regular column or periodic articles explaining news in science relating to technology. Review what the newspapers in your area currently provide, then consider how your chapter could offer information of interest to the community them before contacting the publication.