Section 2: Publicity

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Publicity Checklist

This checklist provides an overview of important publicity reminders. For more detailed information, please thoroughly review the Publicity section of the Site Support Notebook.

  • To meet media and other deadlines, you will need to start promoting your programs at least six weeks to two months in advance. See the “Promotion Guide” for helpful suggestions.
     
  • Use official project credit information on all publicity materials. Use sponsor and funder logos on materials wherever possible.
     
  • All publicity images must be accompanied by the ownership credits provided with the image. See “Guidelines for Use of Publicity Images” for more detailed information.
     
  • Stress sponsorship and funding credits in press releases, press events, and all public programs.
     
  • Host sites must submit – at least three days before printing or posting – all draft copy of publicity materials to the ALA. Please e-mail drafts to ppoprreview@ala.org.


Official Exhibition Credit 

Exploring Human Origins: What Does It Mean to Be Human? was organized by the Smithsonian’s National Museum of Natural History in collaboration with the American Library Association Public Programs Office. This project was made possible through the support of a grant from the John Templeton Foundation and support from the Peter Buck Human Origins Fund.
 

Please include logos for:

  • Smithsonian
  • John Templeton Foundation
  • American Library Association

 

Guidelines for Sponsor Acknowledgement 

When in doubt, ask the ALA Public Programs Office.

  • The official credit line should appear on all printed and other visual materials related to the exhibition, including press releases, brochures, publications, invitations, program flyers, advertisements, press kits, announcements, websites and local posters. It should also appear on any signage at the entrance to the exhibition. On all materials, it should appear in a type size that is readable and appropriate to the overall design. Include logos if space permits.
  • Logos: Please use the Smithsonian, the John Templeton Foundation, and the American Library Association logos on materials whenever possible, especially on smaller PR pieces where the credit line does not fit. Logos may be found in the site support notebook.
  • In speaking to or sending press releases to newspaper reporters, radio and TV interviewers and other media personnel, please stress that full sponsorship and funding credit should be included in all articles and features. Some host sites include a line set off at the beginning of press releases saying “Editor: Please do not edit out sponsorship credits in paragraph __.”
  • At press events and in public programs: The exhibition sponsors should be acknowledged orally at the beginning and end of press conferences, public programs, and other public events connected with the exhibition and at the beginning and end of radio or television interviews. Use the official exhibition credit as a guide.
  • Local sponsor credits: Local sponsor credit must follow the Exploring Human Origins exhibition credit line and be in a type size no larger than the exhibition credit. The exception is materials or programs entirely supported by another funding source. In those cases, it is still necessary for the credit line or logos to appear, but the additional sponsor’s credit may appear first and in a larger size.
  • A digital copy of samples of printed press coverage and PR materials must be submitted with the library’s final report to ALA. 


Publicity Approval 

Publicity for the exhibition is the responsibility of the exhibiting site; however, ALA will work with each host site to achieve the best coverage possible. Please contact the ALA Public Programs Office if you have questions or need PR materials. ALA Public Programs exhibit staff will be happy to speak to local reporters about the exhibit.

Host sites must submit – at least three days before printing or posting – all draft copy of publicity materials to the ALA. Please e-mail drafts to ppoprreview@ala.org.

 

Guidelines for Use of Publicity Images

In the event of violation of the following conditions, the sponsors of the exhibit reserve the right to terminate a participating library’s program involvement.

  • Host sites are authorized to use specific images in publicity for programs.
  • Host sites may authorize newspapers and other media to use the images for exhibit publicity only. If host sites use other images, they are responsible for obtaining permissions if they are necessary.
  • These images are to be used for noncommercial or educational activities and promotion of the Exploring Human Origins exhibition at the specified venues hosting the exhibit. Commercial use of any image for profit in another publication, edition, format, or language is prohibited.
  • Host sites may not reformat, redesign, or otherwise alter the images. Host sites may print color images in black-and-white.
  • All images must be accompanied by the ownership credits provided with the image.
  • Libraries are liable for damages, claims, suits or other legal proceedings arising from or attributed to violation of third party rights resulting from any unauthorized creation, use, display, or modification of advertising or publicity materials relating to the exhibit.


Publicity Images, Captions, and Credits

Host sites are authorized to use approved images in publicity for programs. High resolution images can be found via the Smithsonian’s Newsdesk site:

http://newsdesk.si.edu/releases/smithsonian-takes-hall-human-origins-across-country-new-traveling-exhibition

To download the photos, please click on the image twice (the image will fill your entire browser), then right click and save the high resolution image to your personal files. 

Please use image credit lines at all times; descriptive captions are encouraged if space is available.

Host sites which use other images for exhibit publicity are responsible for securing permissions to use them.

 

Logos

Please use the Smithsonian, the John Templeton Foundation, and the American Library Association logos on publicity materials whenever possible, especially on smaller PR pieces where the credit line does not fit. High resolution logo files may be found in the online site support notebook.

Grant recipients are authorized to use logos only for Exploring Human Origins purposes for the duration of the project. They do not need to obtain additional permissions. Please direct questions about logo usage to publicprograms@ala.org.

Download Smithsonian Logo

Download John Templeton Foundation Logo

Download ALA Logo 


Sample Media Alert/Calendar Listing 

Download Sample Media Alert (Word)

 

Sample Letter to Community Groups

Download Sample Letter to Community Groups (Word)

 

Sample News Release 

Download Sample News Release (Word)


Sample Public Service Announcements 

Download Sample Public Service Announcements (Word)


NNMH Descriptions of the Programs for Marketing 

Download descriptions of Smithsonian public programs for marketing/external use (website copy, etc).

 

Dr. Rick Potts, Exhibit Curator Biography and PR Photo

Download the Exhibit Curator's Biography (PDF) 

High resolution photograph: http://newsdesk.si.edu/photos/human-origins-traveling-exhibition-rick-potts

 

Dr. Briana Pobiner, Biography and PR Photo

Biography and high resolution photograph: http://newsdesk.si.edu/photos/human-origins-traveling-exhibition-briana-pobiner

 

Dr. Connie Bertka, Biography and PR Photo

Download Dr. Bertka’s biography (PDF)

Download high resolution photograph

 

Dr. Jim Miller, Biography and PR Photo

Download Dr. Miller’s biography (PDF)

Download high resolution photograph


Poster

Download the Exhibit Poster 11x17 (PDF)

Download the Exhibit Poster 18x24 (PDF)

 

Promotion Guide 

Download the Promotion Guide (PDF) 


Banner

Download the Banner (PDF)

 


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