By Sherry Ziegelmeyer
Publicity does not start and end with a press release. It certainly doesn’t end with your social media feeds, either. The one thing that no one selling “social media marketing services” will tell you is that the press doesn’t go looking for Twitter feeds and Facebook pages to fill their publications with content. I can say a hell of a lot of bad things about “social media” as a marketing tool (and will in the future), but for now I’ll refrain and tell you about what does work to get press attention, namely media kits and review kits.
You send out a media kit or press kit to get the initial attention of media outlets and introduce writers to you—and whatever you may be selling. It’s a friendly way (and in the case of media kits, a proactive way) of saying Hey, I want you to get to know me and do a story on me, so your readers or viewers will get to know me too.
“Media kits” are a general term for a package put together by you to give to the media. It is a prepackaged set of materials distributed to members of the media for promotional use. Media kits should contain both printed and digitally formatted images, your biography, a fact sheet about your book or series of books, and a copy of recent press releases or some other type of document that tells the press about your most recent newsworthy accomplishments or activities.
There are two common types of media kits: the press kit and the review kit. There is a slight difference between the two, but they both have some things in common, so let’s look at each one individually. We’ll start with press kits this month and take a look at review kits in Part 2.
A press kit contains information about you and product. It should include a “sales slick” (a printed page with images of book covers, synopsis, distribution and price information) or a sales catalog of the various books you’re selling, and other items that help the media consider running a story, or arranging an interview, with you about your books.
Here’s a list of what items should be in your press kit and explanations of what they are:
A One-Page Biography Sheet
Think of this as a cover letter. You can include photos of yourself, and you should include a header or footer with your email address, phone number and mailing address. But overall, the Bio Sheet is intended to present the press printed information about you.
The bio and personal information sheet should include a full biography, touching on everything from your life story to why you originally started writing smut—and do include where your ideas for your book(s) come from. The more information you can offer about yourself, the better.
However—and this is an important caveat—don’t drivel on for three pages! Keep the content of this biography focused and in bite-size, easy to read and digest, “sound bite”-type statements. You really want to give your whole story in about four paragraphs—you’re not writing your memoirs. Don’t get sidetracked with the yellow crayon incident and how your best buddy pulled you back from the brink of destroying the world by re-telling it for you. (If you don’t get that reference, google it!—your pop-culture history knowledge is lacking. )
Include a “Company Information” Sheet
This should be a separate sheet from your bio! Make sure that your Company Information Sheet includes all of your business emails, phone numbers, addresses and any other contact information the press could possibly need to get in touch with you and your publisher(s).
The Company Information Sheet is also where you can give the media your website URL, your social media feed information and information on anywhere else you “hang out” regularly online.
An “Art Disk”
A professionally packaged press kit always includes Art Disks, so the media has all the graphics they will need to complete the story or interview for publication. Art disks should have multiple, different, photos of you, your book jackets, your company logo and any other graphic elements you are using in your publicity campaign. If you are including any video or audio in that campaign, it should be included on the art disk as well.
Many people forget that all entertainment—especially adult entertainment–is a visual medium. Most websites and publications make heavy use of photos to attract and retain viewer attention.
Make sure the artwork you provide in press kits is capable of being reproduced in a print format. This means that images, logos and photos included in your art disk are all capable of being printed at a minimum size of 8.5 inches by 11 inches (the dimensions of a standard piece of printer paper) when set at an image resolution of 78 dots per inch (DPI) or higher (ideally 300 DPI). You will also want to include web resolution artwork in your art disks, so that an editor can immediately use the image on the publication’s web site. Web resolution is usually 78 DPI or less (generally 72), and should be sized at a minimum of 600 pixels by 800 pixels.
If you have Adobe Photoshop, do include the .psd files of all photos, logos and book covers with all of the original, unlocked layers you ended up using in the final image. This gives the publication the ability to resize and reformat them in any way they may need to run them in print.
Digital Copies of Everything
Always include a CD or DVD with digital files of every page you created for your press kit! You may be able to fit this on your Art Disk but if you can’t, include a separate disk that contains them. So many editors copy and paste for news stories, you want to give them something to work with quickly and easily.
***A Word about File Formats: Please make sure that all your files included in art disks and the digital copies of your other press kit pages are created and saved in standard file formats. And always try to include file formats that will work with both Mac and PC systems. So create your page copy in Word—and, especially, do your best to use a “compatible” version of Word, so if the person at XYZ magazine is still running Windows 98, they can open your file! Don’t assume that just because you’re sending the kit to a magazine, everyone at its office will have the newest software. Some writers won’t even be able to open a .docx file! Above all, never include a PDF of anything—it just frustrates your recipient.
The same goes for image files . . . While you should include images and logos that are created in Adobe Photoshop, don’t assume every reporter has Photoshop (or that their versions are up-to-date, if they do). You’ll also need to include JPG files of all the images associated with your press kit contents, so the writers can use the files no matter what software they have. And be careful about including PNG files, as lots of online publications have older software that can’t read them.
If you feel you need to substantiate your place in the pantheon of erotic writers, you can also include photocopies of any publication’s reviews of your books, or other published news stories about you and your books.
However, it is best to err on the side of caution and include less of these types of enclosures than more of them. No editor wants to feel like they are out of the loop on a big news story other publications have already covered. There is also a natural feeling of competition between publications, which could make the editor receiving your press kit feel like you are comparing them unfavorably to a rival publication that already covered you. You want to avoid pissing off any editor you approach in all aspects of your publicity campaigns!
Making a Good Impression
Always package your press kits as if they are a gift to the person receiving them. First impressions are so important . . . you can’t afford to slack off on how the package you’re sending to an editor looks, smells and feels. While you may have a limited budget to work with, your press kit should be as beautifully packaged as you can possibly make it. This is the time to spend the $150 or so to have stiff, coated paper folders with your logo or other suitable images printed. Alternately, use one of the clear acrylic cover, sheet folder, binders that are available at all office supply stores. This makes a nice presentation for minimal cost.
Make sure you label your Art Disk not only with your name and book title(s), but also with exactly what is included in it. You should list things like “box covers”, “author photos”, “Bio in Word” and so on, so when they see the disk, they know what’s in it!
Put your Art Disk in a CD/DVD envelope. Whether it’s a “teabag” paper cover or a thin, plastic case. You may want to take a look at the local office supply store and purchase the plastic, stick-on, CD/DVD wallets to attach your Art Disk to the folder. Having everything attached together makes it more difficult for a harried reporter to lose a crucial piece of your press kit!
The outside of your package should look as good as the inside, so this is a great time to invest in specialty envelopes to enclose your materials. There are a wide variety of them available for minimal cost, everything from coated paper envelopes with full color images, suitable for sticking a mailing label directly on the front along with postage, to colored plastic envelopes that are opaque enough—and strong enough—to stand up to Postal Inspector standards. Be creative! A stunning packaging job arriving in the mail will get noticed among all the crappy flat-rate USPS envelopes.
And don’t forget—all press kit mailings must include your full name or company name, full address and a “regarding” line on the front of the envelope. Media members tend toward paranoid types, with good reason. Tell them on the envelope who you are, where this package came from, and write “[Author Name/Book Name] Press Kit with Art Disk Enclosed” on it. You’ll be much happier with the response your press kit gets if you don’t have Homeland Security knocking on your door because a reporter thought you sent Anthrax to their office and wants you investigated.
In the April WriteSex publicity column, we’ll focus on Review Kits, because while they are similar to press kits, there are some differences in the content you will need to include.
Do you have specific questions concerning how to generate publicity for your books? Please email questions and comments to Sherry; answers will appear as future WriteSex blog topics.
Sherry Ziegelmeyer is a professional publicist and public relations representative, who happens to specialize in adult entertainment (in all its various forms). She resides in Chatsworth, California, affectionately known as “ground zero of the adult entertainment industry.” When not working on writing press releases, arranging interviews and putting together review kits for her clients (among dozens of other career related activities), she reads a LOT, loves cooking, appreciates beefcake eye-candy, spending time with friends, family and with her assortment of furred and feathered “kids”.
Get to know Sherry at blackandbluemedia.com or www.facebook.com/sherry.ziegelmeyer.