CALIFORNIA RIDESHARE WEEK MEDIA GUIDEBOOK

The following information is designed especially for TDM outreach directors to provide the information needed to work effectively with media outlets in your area. Please keep it readily available and refer to it as often as you find necessary. These easy-to-follow instructions and suggestions will help you feel confident and comfortable when working with all forms of media and the press.

Thoughtful and direct public relations is a necessity of our times. In today's harsh budgetary environment, you will need to wear many hats while offering a myriad of information and services to the public ­­ one of those hats is the important position of public relations representative.

As Caltrans' efforts to expand the public's awareness of travel options increases throughout California, you need to know how to respond to inquiries from a number of media­related sources in your community. As a provider of rideshare and other information on commuting options, you must quickly and effectively become an unofficial spokesperson for Caltrans as well as the public relations representative for your agency.

The contents of this guidebook run the gamut from basic public relations ground rules to tools that will help you in working effectively and successfully with the media. It was designed to explain, in lay terms, what community awareness can do for your office.

It is not meant to be the "end­all" public relations manual, but rather a foundation to assist in your efforts to build community support and increased public awareness for your organization's services.

If you have any questions or comments, please feel free to call Mark Rutherford at Pacific/West Communications (213) 487-0830.

PUBLICITY

What Is It And How It Works

Public relations is an essential element of an organization's ability to achieve its objective by communicating to the local community and informing area residents of the many ridesharing programs and transportation options available to them.

A public relations representative can communicate an organization's mission through a well-thought-out campaign that includes key elements such as press releases and special events. These elements will be explained in detail on the following pages.

There are many objectives that can be achieved through a variety of public relations activities. Any one of them, any group of them, or all of them may be the basis for your organization's public relations program. To avoid confusion with the media, we recommend that you begin your media relations efforts by designating a specific contact person to act as the liaison between your office and the media. When choosing the person for this important position, select someone who is outgoing and has a thorough knowledge of the rideshare program and other services you provide. Good telephone skills are also a plus.

Local publicity is one of the most effective tools you can use to inform the community about the TDM services you provide in your region. Through press releases and special events, you can help generate free editorials and news stories in local newspapers and magazines, and get radio and television talk show interviews. Carefully crafting your outreach efforts can help reach your targeted audiences in your priority travel corridors and regions. The public responds favorably to this type of media coverage since they know it is not a paid advertisement and, as such, carries a "third party" endorsement from the media.

Public relations people are always in the middle ­­ dividing their attention between their organization, the media and the general public. They must be attuned to the culture and organizational objectives of the company that they serve. They also must possess a basic knowledge of the inner workings of the news media, and be aware of the needs of the community.

However, public relations is no substitute for top-notch quality and effective services. The feedback you get from the media and the public can potentially identify new marketing opportunities or new and improved products or services.

Publicity (cont'd):

Public relations endeavors direct every activity towards reaching selected objectives, including the following:

1. Creating and maintaining a favorable image in the community.

2. Building and fostering good will in the community.

3. Promoting your office's Ridesharing and other TDM services.

4. Dealing with important, timely issues and seizing upon promotional opportunities.

5. Determining the organization's posture in dealing with the general public.

6. Overcoming misconceptions.

7. Forestalling attacks.

8. Educating the public.

9. Identifying marketing opportunities for new products or improved services.

Writing A Press Release

Writing a press release is simple once you determine the information you want to get across and understand how to present it in the proper format.

We have provided sample, "fill in the blank" outline of a press release (see pg. 6) and media advisory (see pg. 8) you can use as tools to help you in writing your own. The media are familiar with this format, so following it is more likely to help you generate coverage.

Here are some rules that will help you in writing a release:

Remember, your press release is just one of dozens journalists receive everyday. Most press releases receive less than five seconds of attention before heading for the recycle bin. Some will make it to a holding pile for later consideration, and only a few will be read at least halfway through and put in a pile for future action. The headline and lead are critical to grabbing attention.

Set out to present your information in a concise manner and limit yourself to one topic per release.

A press release should summarize "who, what, when, and where" of your event, activity or announcement.

The most important information should appear in the first paragraph, followed by less important information. This is called the "inverted pyramid" style.

Begin your document on a piece of company letterhead, six to eight spaces from the top of the page.

FOR IMMEDIATE RELEASE should appear in capital letters on the left hand margin with the date directly underneath.

The right hand margin should have CONTACT: printed in capital letters with the name of the person at your organization who will be in charge of the media relations efforts. Place your phone number underneath.

The headline should be catchy and just long enough to grab journalists' attention. It should appear in capital letters, bold print and centered on the page. Study headlines in your local newspaper for ideas.

The second paragraph can begin with a quotation from a Caltrans official or executive from your organization. Back­up the information presented in the first paragraph with quotes. (Remember, the quotation marks go outside of the period or comma.)

Writing a Press Release (cont'd):

Check spelling and grammar carefully before sending anything out.

Keep sentences short and use the active voice.

Paragraphs should also be short. With rare exception, no paragraph should run longer than a third of the page. Try not to break paragraphs, and never break sentences between pages.

Press releases should be as short as possible and should not exceed two pages. On average, a press release is a page and a half, double spaced. If a release is running long, you may have more than one story to tell and more than one press release to write.

Add "more" at the bottom of the first page. Place a "slug" at the top of the second page which could be "Rideshare Week '93 Pg. 2/2/2." End the release with three "pound" signs (###) centered at the end of your release, roughly four carriage returns below the last line to let the journalist or reader know the release is finished.

The final paragraph is called the "boilerplate" which contains the standard language used to describe your organization and program.

SAMPLE Press Release

FOR IMMEDIATE RELEASE CONTACT: (your name)

DATE YOUR PHONE NUMBER

GEARING UP IN (your community/region)

FOR CALIFORNIA'S EIGHTH ANNUAL RIDESHARE WEEK

(Your City) DATE, 1993 ­­ The Eighth Annual California Rideshare Week will take place the week of (date for your area) as the State of California Department of Transportation (Caltrans) shifts into high gear its statewide efforts to persuade those who drive alone to work to try an alternate mode of transportation.

"Californians are well aware that congestion on our freeways must be reduced because our state's economy and quality of life depend on it," said John Wolf, chief, Caltrans Office of Traffic Improvement. "Rideshare Week is one way to encourage people to try van- or carpooling, bicycling, telecommuting and mass transit. What we want is a net reduction in the number of cars on the road at peak travel times."

Armed with information culled from a recent Caltrans-funded survey, Rideshare agencies this year are focusing their outreach efforts on three groups of commuters, rather than conducting a blanket program as in previous years.

The consumer research findings revealed that if commuters are to change their drive-alone behavior, ridesharing and mass transit must provide a maximum of flexibility for people's schedules, utmost efficiency in getting them to their destination, solitude for inward reflection and a sense of safety and security. The study also revealed there are some people who may never use alternate forms of transportation.

Despite the changes in the target audiences, the means and message remain the same. Prior to and during Rideshare Week, pledge cards will be distributed with the cooperation of local rideshare agencies, TMAs, large employers and other businesses at work-related transportation fairs.

­ more­

Rideshare Campaign 2/2/2

Staffed by experts on commuting alternatives, rideshare fairs provide information on the alternate modes of commuting available in the (your region/city) area. The Rideshare Week pledge cards are a commuter's promise to try, at least for one day, alternate ways of getting to and from work.

"We have found that there are a lot of people who would be willing to try telecommuting, car- or vanpooling, bicycling or taking the bus to work, but are uncertain how to use the variety of transportation options that will meet their needs," said (someone from your office). "Through California Rideshare Week and the pledge cards, we want to draw these people out to make sure their fears and concerns are allayed and they become thoroughly informed on what is available and how to use it to their advantage."

(List some of the activities your organization has planned for California Rideshare Week here.)

Statewide last year, approximately 5,600 employers held over 760 commuter fairs to promote ridesharing among their employees. This year many transit providers will again be offering free or discounted fares during Rideshare Week as an incentive to get people out of their cars and into mass transit.

Rideshare Week began approximately 10 years ago when rideshare agencies in Santa Cruz and Monterey promoted a "Commuter Awareness Week" to draw attention to the transportation alternatives available in the Monterey Bay area and to honor commuters who didn't drive to work alone. The idea grew and by 1985 California Rideshare Week was an official statewide campaign with tens of thousands of participants pledging to sample the various options of getting to work.

For more information on Ridesharing in the (your area) area, please call (your information line number).

# # #

(Note: The font size has been reduced for the purpose of making the sample release fit into this media guide. Your releases should be in your standard font size.)

Media Advisory

(DATE)

LOCAL RIDESHARE AGENCY TO HOLD MEDIA EVENT

WHAT: (Write a few short, fact-filled sentences on what the media will see when they come to cover your event. Remember, the media will read this section first, so make it interesting.)

WHEN: DAY, DATE

TIME

WHERE: LOCATION

ADDRESS

SPEAKERS: (List name and title of dignitaries or other VIPs who will be speaking or present.)

BACKGROUND: California Rideshare Week is a commuter-awareness campaign designed to reduce the number of people who drive alone to work. It began 10 years ago when rideshare agencies in Santa Cruz and Monterey promoted a "Commuter Awareness Week" to draw attention to the transportation alternatives available in the Monterey Bay area and honor commuters who took alternate modes of transportation to work -- carpooling, vanpooling, bicycle, bus, rail, etc. The idea gathered momentum and by 1985, California Rideshare Week was an official statewide campaign.

CONTACT: NAME/PHONE NUMBER

Calling the Media

Once you determine which newspaper and radio and television station you will target for a particular story, call to find out the name of the appropriate reporter, editor, writer, producer or assignment desk assistant who should receive your information. Be sure to check the proper spelling of the person's name before mailing the press release.

Send the media your press release and black & white photo, if available, with a letter that briefly summarizes the angle of interest. For broadcast media, mention available and accessible visuals that you can provide. Mention in the letter that you will call soon to follow­up.

Follow­up the mailing of press release materials with a phone call three to four days after the mailing. How you "pitch" a story on the phone is determined by the type of story you are "selling." You are also selling yourself and your organization, so try to develop a positive relationship with all journalists. This will help with future stories, as well. Here's a step­by­step process to follow when pitching a story:

1. Get the reporter's attention. Remember, you are only one of perhaps dozens of people trying to reach the reporter that day. Be polite. First, make sure he or she has a moment to talk, otherwise your pitch will fall upon deaf ears. Newsrooms are extremely busy and reporters are often working under tight deadlines. If they do not have time to talk at that moment, ask when it would be convenient to call back and make a note of the time.

Have your press release in front of you when you make the call. Don't attempt at making small talk. Get down to business and start with the headline story or event. Ask the reporter if he or she has received the material so they, too, may refer to it during your conversation. As a rule of thumb, when you're talking about a public affairs issue, start with the issue, then the specific relationship between your organization and the issue.

2. Sell the story. Don't become flustered or intimidated when talking to a reporter. Be specific about why you feel they would be interested in your story. Once you have their attention, sell. Have a list of possible story angles, "hooks," in mind before calling any reporter. It is a good idea to research the reporter before calling to make sure that this is the type of story they would be interested in writing about. Let them know that you are familiar with their "beat" or area of journalistic expertise.

Calling the Media (cont'd):

For possible Rideshare or transportation story angles, attempt to connect your services with a personal story. Examples include a story on one of your services that has made a difference; a feature story on someone who has used your services to overcome adversity; how Ridesharing has impacted someone in your region. As you make calls, keep notes on what works and what doesn't.

3. It's okay if you don't have all the answers. Don't be afraid to say you don't know something. Tell the reporter you will call them back with the information they are looking for. And remember to call them back. Being a dependable source is critical to developing positive relationships with media.

4. Get a commitment for the next step. Ask the reporter to make an appointment with you where you can meet face­to­face to explore story options. Or, ask if you can set up an interview for the reporter with the appropriate person from you organization. Try to get the reporter to come in and see for themselves how your organization is helping the community.

If you are pitching an event, ask if they will attend. If you get a "yes" or "maybe," call back the day before the event to remind them of their possible interest.

5. Take notes. Keep track of who you have contacted and the result of the conversation. This is very important. It is embarrassing to call back a reporter who has already turned you down. Also note if someone is interested in further information and wants you to call them back.

6. Don't take no for an answer. Most reporters will listen to your ideas. If they are not interested, ask if they know of someone else at their organization who might be interested in the story. However, don't pester or persist -- they may be interested in doing something the next time you approach them with a story. You can use this conversation to learn about the stories that do interest them.

7. Advertising you pay for, public relations you pray for. Even if you advertise frequently with a particular news outlet, never use this fact to pressure the media. Advertising and editorial departments usually work independently, and editors and journalists will resent being "forced" to cover a story. If it is the paper's policy to print paid editorial, they will let you know.

8. In closing. Once a reporter has decided to do the story, be polite and helpful. Ask when the story will run. Don't take it personally if a reporter is too busy to do your story right away, but find out when they will have the time to do it.

Calling the Media (cont'd):

9. Get your own clips. Never ask the reporter to send you a copy of the story. Instead, contact the circulation department and be prepared to mail them a check for the cost of the publication if you are unable to buy the newspaper or magazine off­the­newsstand.

10. Most importantly -- nurture your contact. When the reporter does write your story, send a personal note from your organization after the story comes out. Let them know how the story has affected your organization and thank them for doing a good job and be sure to relate the story's impact back to the purpose of the TDM program or campaign. If for some reason you are not satisfied with the story, write a polite letter detailing the incorrect information and ask that any necessary corrections be printed.

However, if the facts are all correct and the story has a negative slant to it, maybe a Letter to the Editor is in order to point out the positive side of the story (we have provided in this Guide a section on writing a Letter to the Editor, page 13).

11. Offer assistance. Help reporters even if they are doing a story that doesn't pertain directly to your organization. For example, you may be contacted for information such as alternate work hours or to help a reporter find commuters who live in a certain area and commute to a certain business park. The reporter you have assisted could very well remember you in the future when you pitch a story or if they are given an assignment to cover a story on ridesharing.

Being Interviewed by the Media

During Rideshare Week, the media in your community may call your office looking to do a story with a local angle.

If you are contacted by the media for an interview, follow these simple guidelines:

1. Be prepared. Review the "who, what, when, where and why" of your story. Re­read the press release and keep it in front of you during the interview as a "crib sheet" to help answer questions that might come up. Bring extra copies of press materials if you have scheduled a meeting date with the reporter. Try to channel any nervousness you may feel into enthusiasm for your story.

2. Keep it positive. While most reporters are well­meaning and straightforward, occasionally you may be interviewed by someone searching for the negative side of a story. If this happens, don't become angry or defensive. Instead, remain calm, keep your answers positive and reiterate the important aspects of your story.

3. Don't guess. If you can't answer a reporter's question, don't guess or speculate. Be as specific as you can be, answer the question in layman's terms they can understand and don't be afraid to say you will get back to them with more information. And always call back promptly.

4. Think before you speak. If you don't want something quoted in the news, don't say it. While some reporters will honor your request to keep statements "off the record," they are not obligated to do so. In any case, such statements may slant the tone of their article. It's best to state only what you want to see in print or hear on the air.

5. Follow­up. After the interview, thank the reporter for his or her time and remember to ask when the story will appear.

Tools You Can Use

Public relations and community awareness campaigns generally involve a series of well-thought-out activities and techniques that, carefully adapted, can achieve specific results. Here are some of the tools you can use for your public relations efforts:

1. Press Releases. Press releases are among the standard tools for generating media coverage in public relations and community relations programs. Refer to the section on how to write a press release for specific instructions.

2. Letters to the Editor. Letters to the Editor can be an effective means of communicating with the public. You can say things in a signed letter that might not be printed in a news or feature article. You can also gently correct a misimpression left by a news story ­­ but be careful not to alienate the reporter. Instead, find something to agree with in the article before you correct the mistake later in the body of the letter. Another technique is to praise the newspaper for reporting the story, then add more details about your program in your letter.

Since most newspapers have an Op­Ed section with specific submission requirements, call ahead and find out what they are. Also, make an attempt to read this section on a daily basis because there might be a letter printed to which that you would like to respond.

3. Community Service Programs. Rideshare fairs, transportation seminars and traffic education programs are just some of the ways to reach out beyond the four walls of your office to build positive community support and awareness. In most instances, these can be low-cost, high-visibility programs. Again, boost attendance with qualified speakers and visuals, and generate pre­publicity through Calendar sections and radio and television spots.

4. Speakers Bureau. Communities large and small have groups that need qualified speakers for weekly or monthly meetings. In your office or region you may have a number of people who can present interesting programs on their specialty.

An articulate speaker can discuss programs or services offered through your office, statewide traffic reduction efforts and alternative commuting information ­­ in other words, you have the nucleus of a good speakers bureau right at your finger­tips. Before setting up speaking engagements with groups in your community, make sure your programs are interesting, informative and professional. And make sure the speakers is prepared to answer questions after his or her presentation.

Speakers Bureau (cont'd):

To arrange a speaking engagement, first decide what issue you or they would like to address. Next, consider who would most benefit from the information: large area employers, local smaller businesses and businesses clubs (such as Rotary) can be found in your local Yellow Pages. Work or partner with other TDM information providers (e.g., TMAs) and transportation provider (e.g., bus companies or cab companies) on feasible presentations.

Look through the local newspaper's calendar section. Call your local Chambers of Commerce for an additional list of groups you might want to address. Go through the reference section of your local library and browse through the variety of reference books available from different groups in your neighborhood.

Once you have arranged a speaking opportunity, you will need to be prepared. Tips on how to effectively deliver a speech can be found in the next section of this guidebook.

5. Special Events. Each special event should be treated as a separate public relations project. Approach them professionally and you stand an excellent chance of success. Special events can help bring Ridesharing closer to the community it serves. Traditionally they take place on-site. They may, however, take place in local malls by setting up a booth (with the management's permission), or in conjunction with events such as rideshare fairs or local community activities. Call your local Chambers of Commerce , universities, TMAs, etc. to find out about these events in advance.

Some ideas for special events include inviting the public to an open house, expanding your hours of operation or offering a special new service. Send press releases to the Calendar section of your local newspaper and news departments of your local radio and television stations to promote the events ahead of time. Invite reporters to come to the event through invitations, press releases and telephone calls.

If the media does not attend your event, hire a photographer and send out captioned black & white photos to the print media with a wrap up story (just revise the press release into past­tense and include some new facts like attendance figures) following the event. A photo caption can simply be the first and last name of those in the photograph, attached to the back of the photo. Be sure to check the spelling of the names and designate the people in the photo from left to right.

SPECIAL EVENTS CHECKLIST

Many things are required to make a special event a success. To help you keep track of what may need to be arranged, we have included a fairly comprehensive Special Events Checklist to make planning an event a little easier. Remember, too, that the location for your event should always be accessible to the handicapped.

INVITATION

Content: Place

Time

Participants/Program/Schedule

Description

Map/Parking information

Dress

Food/Beverage

Price

RSVP/Ticket pick­up

Deadline

Phone contact

Non­profit card

Donation option

Return card/envelope

Ridesharing, bicycling, etc. to the event is encouraged.

Prep: Design

Supply copy and visuals

Typeset

Paper/envelope purchase

Printer

Mailing: Bulk or first class

Labels or hand address

Supplies ­ sponges, stamps, italic pens

Personnel to accomplish the above

(NOTE: This section is a checklist of needed items. Not all items are fundable by Caltrans the FHWA or other funders/sponsors. Be sure to check with each sponsor -- and the expenditure rules of your organization -- for what they might be willing to pay for.)

LOCATION

Near bus/transit/rail (ADA accessible)

Indoor/Outdoor

Rain contingency

Parking (ADA accessible)

Security

Restrooms (ADA accessible)

Lighting

Kitchen

Seating (ADA accessible)

Trash pick­up/recycling

Off­limits

Deliveries

Electricity/generator

Fire inspector

Ashtrays

Insurance

Bicycle parking/lock-up

LOCATION PREPARATIONS

Tables for sign­in, will­call, press, or promotional materials

Materials/guest packets/giveaways

Lists for above, extra copies

Cash boxes, small change and receipt books

Charge forms and machines

Balloons/banners

Signage for registration, reserved seating

Valets/parking assistance

Method to indicate off­limits areas

Pre­clean, water landscape, etc.

Stage dressing,

Stage lighting, sound, audio­visual

Food service

LOCATION SUPPLIES

Pens/pencils

"Roping-off" materials

Last minute signage supplies

Scissors, tape, glue, staplegun, etc.

Clipboards

Flashlights

Cleaning supplies

Dolly

Schedules

Individual cards for speakers

Walkie­talkies/portable phones

Contact sheet with numbers for personnel, suppliers

List of nearby sources for last­minute needs

Trash bags

Ash trays

Petty cash and prepared checks for COD deliveries

Large vehicles and/or trucks for transport

Name tags

PROGRAM

Secure speakers

Rehearsal

Pre­arrival of participants, verbal run-through instructions

ENTERTAINMENT

Sound system

Special lighting

Podium/stage/performance area

Written materials ­ booklet, sheets, bios

Awards/certificates ­ engraving, framing, calligraphy

VCR, monitors, overhead projections, cables, extension cords

DECOR

Theme

Color scheme

Flowers, in vases?

Centerpieces

Props

Table coverings

Posters

Balloons

FOOD SERVICES

Determine menu

Caterer, restaurant donations, self­prep

Groceries, paper goods

Paper or rentals

Eating utensils, plates, cups, glasses

Buffet, sit­down, waiters

Serving tables

Serving utensils

Re­supply stations

Heating, cooling capability

Trays, baskets, big bowls, etc.

Saran, foil, boxes, paper towels

Potholders, aprons

Waste baskets

Recycling bins for cans/bottles/plastics

COFFEE/TEA

Coffee, decaf, hot water, tea bags (black, herb)

Urns for above

Electricity

Cream, sugar, sweetener

Spoons/stirrers

Cups

Table

Napkins

STAFFING

Parking attendants or helpers

People to welcome or direct

Sign­in table, tickets and will­call

Press table check­in

Money person

Set­up crew (including "strong arm" for anything heavy)

Clean­up crew

Flowers, decorations set-up

Food set­up

Bar set­up

Facilities set­up -- stage, props, lighting, sound

Janitor/electrician/someone attached to location

Food service

Bartenders

Sound, lighting and audio­visual person

Someone in charge

Photographer

WRAP

Returns

Trash collections

Recycling

Truck pick­ups, am or pm? Supervised by?

Leftovers

Film to lab, proofsheets

Photos, information distributed to press

Write follow-up press release

Send "Thank You" notes

Fear of speaking in public can be conquered with the right preparation and practice. Following the steps below will help you convey your key message points credibly and effectively, and in a way that will be interesting to your audience.

First Steps

Before you sit down to write your speech or meet with the person who will be perform this task, you need to ask yourself the following questions:

1. What is my agenda? Write down three to five things you hope your audience will remember.

2. Who is the audience? Knowing your audience will help you select a topic that will hold their interest and determine the tone of your speech.

3. How much time do I have? Deliver a measured speech. While no one will appreciate your rambling beyond the time allotted, they won't appreciate your racing through the speech either.

4. Where does my speech fit into the program? If you are speaking at a breakfast, lunch, or dinner meeting, you will want to know whether your presentation will take place before, during or after the meal. You may want to shorten your remarks if you are speaking before the food is served. If other speakers are part of the program, it will help to know who they are and the topics they are addressing.

5. Are audiovisual aids appropriate or necessary? Audiovisual aids can sometimes distract from a speech or presentation. Use them sparingly, and only if they will reinforce the points you are trying to make.

6. Do you work best using note cards, an outline or prepared text? Practice all three methods in front of a mirror, then decide which works best for you. Suit the formality of your presentation to the setting.

7. How much time should I leave for questions and answers, if any? Check with your hosts to find out whether you are expected to answer questions.

8. Will there be people present who deserve special recognition? Incorporating recognition of appropriate people into your speech is polite and will help win support for your Rideshare efforts.

9. Will the media attend? Check with your hosts before inviting any journalists -- to make sure they can be accommodated and that they have not already been invited. If media will attend, you may wish to choose your topic accordingly. Remember, you may not always want to make the news.

10. Who will introduce me? Set this up in advance and offer a copy of your bio to the person giving your introduction.

11. Will translation be required? If there is simultaneous translation, the interpreter will appreciate having an advance copy of the speech.

12. Remember: distribute clean copies of your speech after the meeting is over to avoid the sound of rifling papers during your delivery.

Preparing the final draft

Below are some practical suggestions on formatting your final copy of the speech:

1. Use extra large, bold typeface on half-size paper or 5x8 index cards. This will make it easier for you to read the script.

2. Limit your speech to twelve lines per page. Most people can remember three to four lines of text each time they glance at the page. This will reduce the amount of time spent reading and allow you to maximize eye contact with your audience.

3. Mark your copy with tips on delivery. Underline words and phrases you want to stress. Add commas, dashes or a series of periods to remind yourself to pause in key places. Note when to use or change audio visual material.

4. Do not staple the pages of your speech. Page to page transition will be smoother. To keep order, number your pages.

5. Consider using margin notes to remind you to tell an interesting or humorous anecdote. This will make your delivery more spontaneous and you will be able to maintain eye contact with the audience throughout the telling of the anecdote.

6. Make a note to "slow down" on page one. Write "end near/keep momentum" in the margins a few pages prior to your closing comments. Some speakers have a tendency to rush through the first few pages and run out of steam before the end.

7. "Bleed" the text to make page transitions smoother. This speech-writing trick involves writing the first line of each page on the very bottom of the previous page so you can begin to say it while you switch pages.

Site Logistics

Arrive early and find answers to the following questions:

1. Am I comfortable with the physical setting? Check the height and lighting of the podium to make sure you will be comfortable. See if there is a place for a glass of water, a handkerchief, eyeglasses, or anything else you might need. Make sure the microphone is adjusted for height or sound level. If you will be using a teleprompter, make sure it is the same kind you used in practice, or arrange a time to rehearse with it.

2. How will the audiovisual supports work? If you are using audiovisual supports, find out where screens, slide projectors, or other equipment is located. Speak to the person responsible for them.

3. What about the audience? Ask how the room will be lit and determine whether you will be able to see the audience clearly. Find out where the key people will be seated. If there is an audience Q & A, check where the audience microphones are located.

Tips for Taking Questions ­­

1. Take control of question flow politely, but firmly.

2. Look at your questioner while the question is being asked but answer to the audience in general.

3. Use the universal "stop" signal of an open palm to control the flow of questions. Point to recognize a questioner.

4. Don't let any single person monopolize the Q & A session.

5. Give the audience advance notice that the session is coming to a close. Try to end the Q & A period after a positive answer.

***END***