bookbug week: social media & pr guidelines...
TRANSCRIPT
Bookbug Week: Social Media & PR Guidelines 2016
Bookbug Week: Social Media & PR Guidelines 2016
Activity Timeline 3
Social Media Toolkit 4
PR Toolkit 6
Appendix 1: Press release template 9
Appendix 2: Photography release form 11
Appendix 3: Photocall notice template 12
Bookbug Week: Social Media & PR Guidelines 2016
Bookbug Week 2016 will take place between 16 and 22 May, with hundreds of free
story, song and rhyme events for babies and young children held across the country.
The theme this year is Around the World with Bookbug. Please use our Bookbug
Explorer logo to help promote this theme. It’s available here to download from our
website. Below is an Activity Timeline outlining the key elements of this year’s Bookbug
Week and how you can help promote these in your local area.
Activity Approach Platforms Why? When? How you can
help…
Bookbug
Week Events
A nationwide
programme of events
across Scotland’s
libraries, arts centres
and other community
settings
Website
Press
A great way for
families to share the
joy of reading and
storytelling and find
out more about the
Bookbug programme.
In the run up to
Book bug Week and
throughout the
week itself.
Promote your
events in the run up
to Bookbug Week
using social media
and local and
regional press.
Share your news
and photos from
these events during
Bookbug Week.
Book Lists
Celebrities, authors
and organisations will
share personal lists of
5-10 books on
various themes.
Website
Fun, engaging and
easy way to quickly
build relationships
with new audiences.
The weeks before
Bookbug Week.
Help us spread the
message across the
web. If you have an
idea for a list, email
us!
Bookbug’s
Competition
A Bookbug Week
competition that
invites parents to
submit entries based
on a prompt.
Website
Press
A great way to
involve parents across
Scotland in reading
and writing activities.
The competition will
go live on 18 April
and the winners will
be announced
during Bookbug
Week
Promote the
competition in your
area using social
media and Bookbug
events.
Social Media
Competitions
We have a series of
exciting competitions
planned. Check
Twitter and Facebook
for updates on these.
Website
To generate lots of
buzz for Bookbug
Week 2016 – and to
have some fun.
Details at launch.
Main competitions
will run during
Bookbug Week.
Encourage your
online audiences to
take part and share
via your own social
media platforms.
Bookbug Week: Social Media & PR Guidelines 2016
In 2016 Bookbug Week is going to be bigger than ever. This means we will be turning
up the social media noise this May. We hope you will join us in shouting about the
importance of the early years and all the fun of Bookbug.
1. Build New Audiences: social media through Bookbug Week will help us all to
motivate our existing networks and to inspire new people to get involved.
2. Raise Awareness: by engaging with Bookbug Week online we can build awareness
of your events and campaigns.
3. Buzz: our combined social media activities will create a sense of excitement and
vibrancy around Bookbug.
4. Networking: social media will help us to build strong relationships with other
organisations in our sector.
5. Legacy: with a strong social media campaign we can create an online legacy to
excite future audiences about books, songs and rhymes, and encourage more and
more parents to make books, songs, rhymes and cuddles a part of their lives.
We hope to start a national conversation around sharing books, rhymes and cuddles
with little ones before, during and after Bookbug Week 2016. Part of this conversation
will be sparked by your special Bookbug events and online content. Working together
on social media, we can promote Bookbug and all the events that are an integral part
of this celebration.
Bookbug Week: Social Media & PR Guidelines 2016
For this, we need your help:-
We want to hear how you are celebrating Bookbug Week 2016. Share your news
and special events with us by emailing [email protected] and
we’ll help you publicise them.
Encourage your networks to engage with Bookbug Week on social media.
Please join Bookbug’s Facebook community by liking our page:
https://www.facebook.com/BookbugSBT.
If your organisation has a Facebook page, please let
[email protected] know so we can make sure we’re connected
with you and see your updates.
Please share Bookbug’s Facebook updates if possible.
You can follow Bookbug’s Twitter updates @Bookbug_SBT and using the hashtag
#BookbugWeek.
If your organisation uses Twitter please email
[email protected] to make sure we’re networked with you.
Tag your tweets with @Bookbug_SBT or #BookbugWeek to make sure we see your
updates.
In order for Bookbug Week to have the biggest impact possible on Twitter, it is best if
we all work together to create a bigger noise. Therefore, please use #BookbugWeek
rather than creating your own Bookbug Week hashtag specific to events happening in
your local area or organisation.
Bookbug Week: Social Media & PR Guidelines 2016
PR is a great way to reach large audiences inexpensively. If the media are interested in
you, they will bring you to the attention of their readers or viewers, raising your profile
on a local, and perhaps even a national level. The way to get the media interested is to
provide them with newsworthy stories or eye-catching photographs.
This PR toolkit includes a press release template (Appendix 1). If you prefer to write
your own, here are some tips:
Writing a Press Release
At the top of the email write PRESS RELEASE in block capitals, followed by FOR
IMMEDIATE RELEASE if this is the case or EMBARGOED UNTIL plus relevant date
and time.
Write a catchy headline to create interest without exclamation marks or
exaggerations. Puns work well, e.g. Book in for a Great Author Event
The first paragraph should be a short summary of the announcement.
The body of the press release should contain the following information:
Who, What, When, Where, Why
Give details of any well-known local names, dignitaries or celebrities who are
involved in the story or support the project.
You should include one or two quotes. Good spokespeople include the head of
your organisation, someone from a partner organisation or local VIPs.
Insert Notes to Editors at the end of the release – this is information about your
area and about Bookbug Week. (Notes to Editors text about Bookbug Week
provided in Appendix 1).
Bookbug Week: Social Media & PR Guidelines 2016
Don’t forget to include clear contact details and a mobile number at the end of
the release.
Ensure that your press release clearly states whether photographers are welcome
to attend
Make sure you include your organisation’s website (if applicable) in the body of
the press release e.g. ‘For additional information, go to
www.scottishbooktrust.com/bookbugweek
Distribution
It is best to paste the text of the press release into the body of the email rather
than sending it as an attachment.
Find out the publication day and print deadlines of your local paper and send
them the release in plenty of time.
If you would like a list of press contacts in your local area, please email
Important information to include in press communications
Here is some general information about the Bookbug programme that you may find it
useful to include in communications materials:
The Bookbug programme encourages all parents and carers to enjoy books with
children from as early an age as possible, developing a lifelong love of books in
children all over Scotland.
Free singing and rhyming sessions, called Bookbug Sessions, are run by libraries
and other community venues across Scotland.
Bookbug Week: Social Media & PR Guidelines 2016
240,000 free packs of books, called Bookbug packs, are gifted to all children in
Scotland every year when they are around six weeks, 18 months, three years old
and in Primary One, along with guidance material for parents and carers.
Parents can find more information about sharing books with their children, and
about the free Bookbug programme, at www.scottishbooktrust.com/bookbug
The Bookbug programme is managed by Scottish Book Trust but run in
partnership with libraries, health professionals and nurseries. The programme
benefits from sponsorship from children’s publishers and central funding from the
Scottish Government, with support from Local Authorities and Health Boards
through the provision of local staff time and logistics solutions.
Bookbug Week: Social Media & PR Guidelines 2016
Photos are a good way of securing coverage so try and invite photographers to your
events. This PR toolkit includes a photocall template (Appendix 3).
Tips for a successful photocall:
The angle: As with the news release, you must have an angle before you start. Keep
clear in your mind what the story is and work out ways of showing it in an image.
Ingredients: Favourite ingredients for a successful photo include:
Fancy dress or costumes
Celebrities: Is there a well-known local figure who would be happy to help
publicise your event – a local MP, band or sports person perhaps?
People/Children from a local organisation
Fun: Silly poses or evoking a laugh works well
Keep it simple: Don’t overcrowd the picture with too many elements
Branding: Don’t have excessive branding in the picture. Your photo should not
look like an advertisement, as your publicity will come from the accompanying
caption.
Distribution:
Only send the photos to newspapers picture desks
Don’t send anything larger than 4mb (ideally 2mb as they will ask if they need a
larger file)
Include a photo caption in the email:
e.g. L–R: Melissa Jones and daughter Jane join in Bookbug Week celebrations at
The Mitchell Library.
Bookbug Week: Social Media & PR Guidelines 2016
Photo permissions: Make sure your parents/carers sign photo permission slips if you
are allowing photographers/news cameras. See Appendix 2 for a sample form.
Bookbug Week: Social Media & PR Guidelines 2016
FOR IMMEDIATE RELEASE
Read all about <YOUR LOCATIONS>’s Bookbug Week Celebrations
[Host organisation’s/libraries name] is holding a [your event] to celebrate Bookbug
Week on [date of event].
The sixth annual Bookbug Week will take place between 16 and 22 May, with hundreds
of free story, song and rhyme events for babies and toddlers happening across the
country. The theme this year is Around the World with Bookbug.
Bookbug Week is a celebration of Scottish Book Trust's Early Years Bookbug
programme, which encourages and supports parents to share books, talk, sing and
cuddle their children from birth, and helps every child in Scotland to develop a love of
reading. Bookbug sessions are held regularly all year round in libraries and community
centres across Scotland.
WRITE ABOUT THE WHAT, WHERE AND WHEN OF YOUR EVENT HERE
INCLUDE A QUOTE…person at this organisation said:
“We’re delighted to be holding a [event], giving everyone in the community the
opportunity to join in the Bookbug Week celebrations.”
ADD A SECOND QUOTE HERE IF YOU HAVE ONE
Bookbug Week: Social Media & PR Guidelines 2016
Parents can find details of all the events happening in (YOUR LOCATION) and in the
rest of the country by visiting www.scottishbooktrust.com/bookbugweek or asking at
their local library.
To find out more about [Your organisation’s name] event, contact [YOUR CONTACT].
To find out more about Bookbug Week, contact
[email protected] or call 0131 541 2359
ENDS
Notes to editors (PLEASE INCLUDE IN ALL PRESS RELEASES):
Insert any relevant notes about your organisation here
The Bookbug programme encourages all parents and carers to enjoy books with
children from as early an age as possible, developing a lifelong love of books in children
all over Scotland.
240,000 free packs of books, called Bookbug packs, are gifted to all children in Scotland
every year when they are around six weeks, 18 months, three years old and in Primary
One, along with guidance material for parents and carers.
Free singing and rhyming sessions, called Bookbug Sessions, are run by libraries and
other community venues across Scotland, with national audiences of over half a million
in 2013-14.
Parents can find more information about sharing books with their children, and about the
free Bookbug programme, at www.scottishbooktrust.com/bookbug
The Bookbug programme is managed by Scottish Book Trust but run in partnership with
libraries, health professionals and nurseries. The programme benefits from sponsorship
from children’s publishers and central funding from the Scottish Government, with
support from Local Authorities and Health Boards through the provision of local staff
time and logistics solutions.
Bookbug Week: Social Media & PR Guidelines 2016
[YOUR ORGANISATION] will not use or re-use the photographs or film created if you
send us advance written notice advising us not to use the photographs or film of the
pupils/participants.
[EVENT: DETAILS HERE]
Data Protection Act, 1998
We confirm that we will not disclose any participant’s full name or address in use of the
material as described below or to any other person or organisation without your
permission.
I, [PERSON RESPONSIBLE], can confirm that [WHO’S ATTENDING] attending EVENT
NAME HERE have permission from a parent or guardian for photography and/or
video/audio recordings to be taken to promote the work of and use the images/footage
for an unlimited time period, royalty free,
Images/footage will not be shared with third parties.
I agree that the photographs, video and audio recordings taken at the event can be
used for the following: (Please delete as appropriate)
In print format in the media (e.g. newspaper, magazines, brochures)
For use in [ORGANISATION] promotional material (leaflets, newsletter, website, e-
flyer)
To promote [ORGANISATION] and Bookbug Week on all associated web pages
(e.g. [YOUR WEBSITE ADDRESS], YouTube.com, Facebook.com and Twitter.com)
To promote the work of [ORGANISATION] at conferences and other presentations
Bookbug Week: Social Media & PR Guidelines 2016
YOUR DETAILS
Name
School /
Individual
Address
Signature
Date
Bookbug Week: Social Media & PR Guidelines 2016
[Insert your logo]
BOOKBUG WEEK 2016 TEMPLATE PHOTOCALL INVITATION
WHO: [Insert your organisations name]
WHAT: [Insert your organisations name] marks Bookbug Week 2016 with a special event
for parents and families.
WHEN: [Insert date and time]
WHERE: [Insert full address with postcode]
BACKGROUND:
[Your organisation’s name] is holding an [name of event] to celebrate Bookbug Week
2016 (16-22 May).
Bookbug Week is a celebration of Scottish Book Trust's Early Years Bookbug
programme, which encourages and supports parents to share books, talk, sing and
cuddle their children from birth, and helps every child in Scotland to develop a love of
reading.
[Your organisation’s name] will take part in the celebrations by... WRITE ABOUT THE
WHAT, WHERE AND WHEN OF YOUR EVENT HERE
AVAILABLE:
Photography of local children and parents from [insert name of school or local area]
enjoying [insert activity] as part of their Bookbug Week celebrations.
Interviews with:
[insert name of special guests or spokesperson for your organisation]
To confirm attendance or for further information please contact:
[insert your contact details here]