Many student groups and departments like to spearhead their own publicity efforts. However, since any external mass communication that originates from a College-sponsored group is an "official" Ripon College communication in the eyes of the recipient(s), certain standards must be followed.

Policy

The Office of Marketing and Communications is ultimately responsible for the tone, quality and relevance of external College communications. As such, individuals or groups in the employ of, or sponsored by, the College who wish to issue any public announcement must do the following:

1. Download the Ripon College Press Release Template (MS Word, 52K)
2. Insert your copy using fonts and sizes indicated on the template. Make sure you cover:
   • What is happening?
   • When and where is it taking place?
   • Who is involved and/or invited, and on what scale?
   • Why should someone be interested?
   • Are there costs or registration involved?
   • Where can people go for more information?
3. Omit needless words, jargon and subjective phrases (except as part of a quote). All essential information must be summarized in the first paragraph.
4. Obtain written (e-mail is fine) approval for all quotes. Ensure titles are correct.
5. Review carefully for grammar, spelling and style. Consult the Ripon College Style Guide.
6. Save and submit your release, along with any attachments (e.g. photos), to Cody Pinkston, director of Media and Public Relations. Be sure to indicate your preferred distribution time (NOTE: Tuesday - Thursday are optimal, approximately two weeks prior to the event).

Upon receipt, your announcement will be professionally edited and distributed to whatever outlets you wish from a Ripon College News mailbox. The vast majority of Ripon College events lend themselves best to printed media. For radio or TV coverage, consider:

• Does your announcement/event involve either a controversial or quirky issue, compelling visuals, a prominent/well-known figure, something where the stakes are high, or a matter of broad interest to the public? If not, TV coverage is not a strong likelihood.
• Is your announcement/event on a reasonably large scale, open to the public, and of interest to a broad range of people? If not, radio coverage is not a strong likelihood.

The Office of Marketing and Communications is here to help you get the best possible response for your event. We have the media relationships and know-how to ensure that your announcements get the results you want while preserving the integrity and public image of Ripon College.