How to Distribute Publicity Materials

Getting people to come to your event or support your organization may seem difficult, thus the need for distributing publicity materials. Yet knowing how to distribute publicity materials is crucial to increasing your response rate. When publicizing your event, it is important to utilize the best publicity outlets for your target audience.


  1. Image titled Distribute Publicity Materials Step 1
    Determine your target audience. Knowing where and how your audience best receives information is vital to getting your message across. Do not worry about advertising to those unlikely to attend your event or support your program. Focus on those who will.
    • Identify places where your target audience meets. Coffee shops, schools, local businesses, and youth organizations are common areas.
    • Find out what media your audience uses to get their news and entertainment. Radio stations, television stations, and websites provide ways to promote community events at a low cost.
  2. Image titled Distribute Publicity Materials Step 2
    Create an information or data sheet. Include all the details about your event or organization, including date, time, location, purpose of the event/organization, what people need to bring, cost, and a contact person. Refer to this as you are creating different marketing materials so that everything stays consistent.
    • Write a short text that promotes your event. After creating your standard announcement, you can adapt it to several alternate formats: post cards, posters, e-marketing, book marks, and press releases.
    • Provide the information sheet along with your publicity materials when you ask other organizations or businesses to help you advertise. This supplies additional information that may not make it into the press release or postcard.
  3. Image titled Distribute Publicity Materials Step 3
    Explore local advertising opportunities. Businesses and nonprofit organizations often promote community events for free or at a low cost. Drop off fliers, posters, or brochures at their offices. Get on their websites to fill out a special form for promoting events. Partner with local businesses that are sponsoring the event and ask them to help you advertise.
  4. Image titled Distribute Publicity Materials Step 4
    Incorporate social media and e-marketing. These are inexpensive or free options for promoting an event or program. Word of mouth is often the best advertising method, so get others talking about your event.
    • Engage your potential audience. Discuss issues they care about. Find out how your organization or event connects with their values and interests.
    • Invite people to respond. Challenge them to get involved in the community. Ask them to register for your event. Create some sort of call to action so you can gauge how successful your event will be.
    • Drive people to your website. Once on your website, they can find more information, sign up for your event, or learn about your organization.


  • Keep a list of marketing contacts. The information will be quickly available the next time you want to promote an event.
  • Create quality publicity materials. Hire a graphic designer who will not only create your materials, but help you find the right type and weight of paper. Print the materials at a local print shop instead of using your home printer. If your materials do not look professional, people are less likely to respond.


  • Do not send mass emails to random groups of people. Target your audience and utilize an email distribution system to keep their contact information private.
  • Do not use social media simply to broadcast information. You will be viewed as spam, turning people away from your event instead of drawing them in.

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