Below you’ll find an appeal letter template. This will guide you through the basic parts of an appeal letter (or e-appeal) to help you get started on developing the structure and language. Jump to an example appeal letter to see these elements in action!
A well-crafted event pitch letter can grab the media’s attention and score key publicity for your upcoming event. This comprehensive guide will teach you how to write a compelling pitch letter that gets your event covered.
What is an Event Pitch Letter?
An event pitch letter is a proposal written to members of the media asking them to cover an upcoming event you are organizing
The goal is to persuade them your event is newsworthy and merits publicity through outlets like:
- Newspaper or magazine articles
- TV news segments
- Radio interviews or mentions
- Event calendars listings
- Social media influencer coverage
This media exposure can help drive substantial awareness and attendance to your event. But first you need to craft the perfect pitch letter.
When Should You Send an Event Pitch Letter?
Ideally send event pitch letters out 4-8 weeks prior to your event date. This provides enough lead time for media outlets to decide if they will cover it.
Any earlier risks your event getting lost or forgotten, Any later decreases the chances they will have availability to attend last minute
Aim to have all pitch letters out at least 1 month before the event for best results.
Event Pitch Letter Template
Follow a standard professional letter or email format when drafting your media pitch letter. Include:
- Your contact info in the header
- Reporter/editor’s name and media outlet address
- Formal greeting (e.g. Dear John Smith of City News Radio)
- Body copy detailing your event pitch
- Sign off with your name and contact details
This sample template provides a pitch letter outline you can follow:
YOUR INFO
Date
Reporter/Editor Name
Media Outlet
Address
Dear [Name]:
INTRO – Summarize your exciting event and news hook
KEY DETAILS – Who/what/when/where/why relevant to event
SPECIFICS – Notable guests, entertainment, significance
CALL TO ACTION – Request to assign reporter or calendar listing
Thank you for your consideration to cover [Event Name]. Please contact me at [your phone] or [your email] with any questions. I look forward to discussing this opportunity for [Media Outlet] to share our upcoming event with your audience!
Sincerely,
[Your Name]
[Your Title]
7 Tips for Writing a Strong Event Pitch Letter
Follow these best practices for crafting a compelling pitch letter that convinces media to cover your event:
1. Grab Attention with a Hook
Your opening paragraph needs to hook them with the exciting news value and human interest angle behind your event. Is a special guest attending? Is it a milestone anniversary? Paint an intriguing picture.
2. Focus on Relevant Details
Quickly summarize the key details reporters need – WHO is involved, WHAT is occurring, WHEN it is happening, WHERE it will take place and WHY it matters to readers/viewers.
3. Sell the Sizzle
What will make your event really sizzle for the media’s audience? Exclusive performances, opportunities for great visuals, celebrity guests, tie-ins to hot topics, etc. Make them want the insider access.
4. Cite Notable Guests or Sponsors
Are influential people or organizations attached to the event? Namedrop strategically to show legitimacy.
5. Provide Easy Next Steps
Close with a clear call to action, such as assigning a reporter or photographer to attend or listing the event in their calendar. Provide all the key details they need to follow through.
6. Follow Up Politely
If you do not receive a response within 1 week, send a polite follow up query, offering to provide any additional information needed.
7. Express Appreciation
Thank the reporter or editor for their consideration, even if they decline. This keeps the door open to pitch future events.
Event Pitch Letter Examples and Templates
Here are two sample pitch letters showcasing effective tactics to adapt for your own media outreach.
Local Music Festival Pitch Letter
April 1, 2022
Amy Simmons
Arts and Entertainment Editor
Anytown Tribune
123 Main St.
Anytown, CA 54321
Dear Amy Simmons:
The 2022 Anytown Music Festival is taking place in Beautiful Park June 1-3, featuring three days of performances by over 50 indie folk bands, food trucks, local craft vendors, and more.
This is the event’s 10th anniversary year, so it promises to be the biggest and best festival yet. Highlights include headline performances from nationally recognized singer-songwriters Kelly Clarkson and John Mayer.
I would love to discuss having a reporter from Anytown Tribune cover the festival to share all the sights, sounds, and excitement with your readers. We can arrange press passes along with any needed accommodations.
Sincerely,
[Your name]
[Your title]
Local Race for Charity Pitch Letter
YOUR INFO
October 1, 2022
Melissa Unit
Community Events Reporter
Channel 7 News
456 Media Lane
Anytown, CA 98765
Dear Melissa Unit:
I am contacting you regarding an upcoming local 5K race that is on a mission to support an important cause—animals in need. I believe it would make a great human interest story for your viewers at Channel 7 News.
The Hoppy Feet 5K is taking place October 15, 2022 at Sunnybrook Park. This family and pet-friendly race aims to raise $25,000 to benefit the Anytown Animal Shelter. Runners and walkers of all ages are invited to participate with or without their furry companions.
With over 500 participants already signed up, this heartwarming community event promises to be uplifting and great fun for a good cause. Attendees will enjoy live music, pet contests, vendor booths, and more after the race to celebrate.
Best regards,
[Your name]
[Your title]
Key Takeaways
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Start pitch letters with an intriguing hook highlighting the event’s news value.
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Concisely communicate key details (who, what, when, where and why).
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Sell the unique appeal and human interest angle.
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Close with a clear call to action and provide contact details.
Following this process will help you craft pitch-perfect event media letters that garner great exposure and attendance.
“I need your help to…”
Be honest and specific! If you’re raising $5,000, your supporters want to know!
Tell them about the group of people who will be affected.
Who will benefit from the success of your campaign?
It is good to have more than one call to action in your pitch. Link phrases such as “Donate Now,” “Give $50 Now”, “Support Today!” directly to your donation checkout page. Include how people may donate by check, or other common ways your donors may like to donate.
Write the Perfect Event Proposal
How do I write a pitch letter?
Take the time to research the publications and media that are best suited for your subject. It is important to find the right fit before sending your pitch letter. Otherwise, you may be sending a good letter to the wrong publication or media outlet, which is a waste of time for all concerned. Explore potential media outlets.
What is a pitch letter?
A pitch letter is a tool for soliciting interest in a product, idea or event. If successful, the pitch can earn media coverage that leads to a successful outcome. If you work in public relations or marketing, you may find yourself charged with writing a pitch letter, in which case it’s important to understand what they entail.
How do you write a pitch for a publication?
Your goal is to get someone who works at a publication, such as a journalist or an editor, to write about what you do. When writing a pitch, you should describe your product and why it’s relevant to the media person you’re contacting. You should also cut to the chase about why they should cover it.
How do you pitch an event?
For example, an event curator like By Royal may have used a well-written letter or email pitch to convince Revel that their weekly ‘Greatest Show on Earth’ event was worthy of a recurring Saturday time slot at their venue. Add a comment The secret to pitching an event is simple: write an event proposal that’s actually worth reading .
