Press Release and Pitch Templates

Fill-in-the-blank starting points for the messages this book keeps asking you to send.

Every template follows the same rules from Chapters 15 and 21: one clear ask, one true story, and facts a stranger can check. Replace everything in [brackets]. Cut anything you can’t back up. Read it aloud before sending. Keep copies of what you send and the replies in your pitch log so you can count them.

PRESS RELEASE, EVENT

FOR IMMEDIATE RELEASE [Date]

Contact: [Name], [phone], [email]

[Headline: who, what, where, in under 12 words]

[City], Texas. [Room name] will host [event] on [date] at [time] at [address]. [One sentence on why it matters to the community.]

[Two or three sentences with facts: who is playing or teaching, what guests can expect, price, and how to attend. Add a quote from a person with a name and a role.]

“[Quote that sounds like a person talking.]” said [Name, role].

About [Room name]: [Two sentences: what it is, how long it has been open, what it stands for.] [Website] · [Phone]

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Photos available at [link]. Credit: [photographer].

PITCH EMAIL, LOCAL MEDIA

Subject: [One specific line: what is happening, where, when]

Hi [Name],

I’m [your name] from [room]. I read your piece on [specific recent story] and thought you’d like this: [one sentence about the story and why it fits their readers].

[Two sentences of facts: date, place, who, what makes it different.] I can offer [a quote, a photo, an interview with X, access before doors].

Would a short call or email this week help? The date is [date], so I’ll check back on [day].

Thanks for your time, [Name] · [Phone] · [Website]

PITCH EMAIL, BOOKING A ROOM

Subject: [Band or act name] for [month] at [room]

Hi [Name],

I’m [name] with [act]. We’re [one sentence: style and hometown]. We’re looking for a date in [month] and think we fit your [night] crowd because [one true reason, such as dancers, covers, or your regulars].

Quick facts: [number] of us, [length] sets, we draw about [honest number] at [recent room], and here’s a 90-second clip: [link].

Would [specific date] or [specific date] work? Happy to send a one-sheet.

Thank you, [Name] · [Phone]

SPONSOR OR PARTNER ASK

Subject: A [community] night with [your business] at [room]

Hi [Name],

We’re planning [event] on [date]. [Two sentences on who comes and why.] We’d love to partner with [business] because [honest reason].

What we’d offer: [specific, such as your name on the stage board and a thank-you in our message to [number] subscribers]. What we’d ask: [specific amount or product, and by when].

After the event we’ll send you [counts you can honestly report: attendance, first-timers, mentions] so you can see what it did.

Could we talk for 15 minutes on [day]? [Name] · [Phone]

THANK-YOU NOTE

[Name],

Thank you for [specific thing they did]. It meant [specific effect: the Thursday crowd came early, the floor filled, we paid the band on time].

[One line about what comes next or an invitation.]

Gratefully, [Name]

ONE-SHEET OUTLINE (ACT OR ROOM)

Top: Name, one-line description (from Chapter 5), photo. Facts: Style, size, hometown, set lengths, price or room capacity, sound and stage needs.

Proof: Two short quotes with names and roles. Honest draw numbers or recent rooms. A link to a clip. Contact: Name, phone, email, website. One page only.

BEFORE YOU SEND

Check every fact, name, and date. Make sure every quote is approved by the person quoted. Do not claim awards, numbers, or coverage you cannot show. If you offer drinks, tickets, or gifts to anyone, check Appendix J. Disclose sponsored or paid content. Use your own words, and keep a copy.