Hello from Anime USA 2012!

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It’s my third year in a row writing to you from Anime USA. Here’s my post from 2011 and my post from 2010. I’m sitting in the press room handing out badges with shirtless guys on them and preparing for the first press conferences of the day.

Like I wrote yesterday, this is my last weekend as press liaison, but it’s already shaping up to be the most awesome. We got a mention in the Washington Post Going Out Guide and were named a Best Weekend Bet by Brightest Young Things, both of which have attracted some larger local outlets that don’t usually pay attention to our event. I’m really excited to see the people I met from last year’s press outlets again, and meet reporters from new outlets for the first time.

If you’re here and want to hang out, you can’t miss me in my teal and hot pink yukata!

Want to be a press liaison? I need a replacement.

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Remember yesterday when I asked, “Could you do this job?” I meant it. I’m stepping down from my position this year.

I’ve really enjoyed my two years as Anime USA’s official press liaison. The journalists are a pleasure to work with and I’ve really learned to appreciate the PR people who have to put up with my journalistic requests. I’ve become better organized. I’ve made a lot of new friends and even professional connections.

However, after two years I feel that I’ve learned all I can from this position. It’s time for me to move on to something new. Still, every convention needs a press liaison, and I’d like to offer you the chance to become my successor.

Being a press liaison is a valuable experience that even traditional employers recognize. I’ve used my convention experience as an example of my organization and PR skills during job interviews and on my resume. It’s one of the positions that has helped me to get a good job, and I’d like to give somebody else that same opportunity.

Volunteering for a con has been some of the most fun I’ve ever had. You get to work with people who share your interests and team up toward a common goal. And did I mention that at the end of the year, there’s a free convention to attend?

You read Wednesday’s post, so I know you have what it takes.

Interested? Live in Maryland, DC, or Virginia? Send me an email and we’ll talk about the next step.

A one-year blueprint for a convention press liaison

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The week before Anime USA 2012, I’m offering tips to convention journalists, press liaisons, and people aspiring to become either of those things, all based on my experiences.

Right after Anime USA 2011 wrapped up, I wrote a blog post listing all the activities I perform as press liaison, from press releases to press conferences. It was longer than I expected; I don’t think my volunteer position is that taxing, and yet, here was this long list of stuff I have to get done every year. The trick is that it stretches out all year so I just have a little at a time.

If I were to take a brand new press liaison under my wing, I wouldn’t give them a laundry list of things to get done like that blog post was—it’s too overwhelming. It’d be less stress-inducing to see it laid out chronologically.

So if you’re interested in ever becoming a press liaison, this blog post is my gift to you. Keep reading for a year in the life of a press liaison:

The month after the con

  • First, wrap up last year’s press. Send a mass email to the press pool thanking them for attending and asking them to submit their coverage so it can be used to promote the con.
  • Now, onto next year. Streamline your application process by creating a Google form to send to accepted members of the press. Here’s my (now inactive) form for 2012 press.
  • Update (or create) a spreadsheet for members of the press. Make note of the ones who actually sent you their con coverage—these are the people you want to invite back!
  • Update (or create) a mailing list of press outlets that want to receive press releases from you during the year. You can start by asking last year’s press. I also recommend reaching out to both local outlets and anime news sites—I have everyone from the Washington City Paper to Anime News Network on my list.

During the year

  • Send out the monthly newsletter. This is one of the most mindless parts of my job. I made the theme in MailChimp in December and have just been filling it with information that other convention staffers send me to put in it. Here’s our October newsletter.
  • Send out press releases as the convention secures contracts with special guests. I never went to school for this, but it isn’t hard. I just Googled “How to write a press release.” Send it to your mailing list. Don’t spam this list—if the con gives you three guests to announce in one day, just send the releases all in one email instead of three.

Six months before the con

  • Send a mass email to your favorite members of the press from last year, which should be anybody who sent you coverage of the convention. Link them to your Google form and invite them to apply ASAP.

Two months before the con

  • Using your Google form, tally up how many press outlets requested interviews with the headliner guest (which has been a Japanese band for the last three years, in my case). Send this list to the Guest Department, which will send it to the band manager, who will choose which outlets the band will speak to. (Not very democratic, I know, but journalism is different in Japan and we do it this way out of respect.)
  • After Guests sends you the list of accepted press, contact these outlets privately. Give them a one-month deadline to send in their interview requests, which must be translated and reviewed by the band manager. (Again, not very democratic, but how we do it.)

The month before the con

  • Using your Google form, tally up how many press outlets requested interviews with domestic guests. Work with Guests to create an interview block for each guest so reporters know when they can speak with them during the con.
  • Send a mass email to this year’s press pool with the interview blocks and other vital information. I like to present this in PDF form—here’s my press kit from 2011.

At the con

  • Give out badges from the location you told press about in the email. Moderate (or get an assistant to moderate) all guest interview blocks. Make sure members of the press know how to reach you if anything comes up. When this is all done, have some fun! It won’t take up as much of your time as you think.

Well there you have it, my entire year as a press liaison. When you consider it’s spread out over so many months, it doesn’t seem so bad. What do you think? Could you do this job?

How to get a press pass at an anime convention

Journalism

The week before Anime USA 2012, I’m offering tips to convention journalists, press liaisons, and people aspiring to become either of those things, all based on my experiences. Here are some tips—plus a free download—to help you out.

Last year, I accepted 40-something people to become members of the press at Anime USA. This year, it was 100 on the dot, the absolute maximum I’m allowed to accept. What accounts for that jump? This year, it was simply that more people applied.

It’s in the best interest of every convention press liaison to have lots of members of the press at the convention. The more press, the more awesome coverage we get to show off afterward. The key is getting your foot in the door.

Here is what I look for when I am choosing whether or not to accept potential press members.

1) Apply early.

You can never apply too early for the convention. This year, I sent out an email in June to my 2011 press pool inviting them to apply again ASAP. That’s right, five months before the con. I actually started making my press list just a few weeks after the convention.

You can never apply too early but you CAN apply too late. My hands are tied when it comes to the 100-person press pool limit, and it’s first come, first serve. Plus, if you’re interested in interviewing our foreign guests, you’ll have to send in your questions to be translated weeks in advance. I’d rather have eager press outlets apply in December than October any day.

2) Have something to show for yourself.

More than a big name, I look for an indication that this reporter is dedicated. Whether you’re a professional journalist or a student reporter, the first part of your email that I’ll look at is the link to your website.

If the site looks well maintained and regularly updated, you’ve already hooked me. If it’s got one blog post or hasn’t been updated for months, I’m going to need more convincing. If you don’t have a blog or website, but do send examples of your previous coverage, that’s just as good. It helps let the press liaison know that you’re dedicated and plan to take the con seriously.

3) Have a plan.

As you may already know, a press pass is a free voucher into the convention. Members of the press get special privileges like getting to cut lines for events they’re planning to cover. Needless to say, press liaisons are aware that some people might want to take advantage of this. If you can provide a plan for how you’ll be spending time at the convention, that lets us know you’re not looking for a free ride.

It can be as simple as, “I’m planning to interview X guest for my podcast” or as complicated as, “I’m working on a documentary and plan to spend the weekend interviewing cosplayers.” I’m thinking of the end product, and this will definitely help.

4) Follow the rules.

As I wrote in three, a press badge is a pretty handy thing to have. You can skip lines, sit in the front of panels, take photos at musical events in the press pit, and gain access to one-on-one guest interviews which other attendees don’t know about. While it may be tempting to use these privileges for your own purposes, it’s just bad taste.

And while there may be 3,000 or so people at the convention, it’s pretty likely I’ll find out about whatever you do. Last year, I wrote a not-so-subtle letter to some badly behaving con reporters that I caught making my life difficult. Please don’t make my life difficult.

5) Follow up after the convention.

A free press pass isn’t exactly free. The convention is expecting something in return from you, and that’s your convention coverage. We use your reporting on convention events to promote Anime USA all year.

Most press liaisons—myself included—will send you an email a few weeks after the convention to remind you to send us your coverage. We know it takes a little bit of time to process your notes, video footages, and audio transcriptions. But even if it gets to us a month later, we’re happy to see how you made use of your time at the con. Heck, I’ll even share my favorites on my blog and give you some free publicity.

And finally, I’ve made you a sample letter you can use while applying for press at an anime convention. Download it here and thank me later!

Convention press advice week on Otaku Journalist

Journalism

For two years now I’ve worked as the press liaison at Anime USA, my local convention in Washington, D.C.

I started volunteering for AUSA because this small convention was the first one to give me a press pass back when I was a college student undertaking my first reporting project. They gave me a chance when they didn’t have to, and I’m glad I’m able to return the favor.

This week marks the week before Anime USA 2012, Nov. 9 through 11 at the Marriott Wardman Woodley Park. As I prepare for the con, I’ll be doling out advice based on my experiences to offer pointers for convention journalists and press liaisons alike.

Check it out if you’re interested in learning about either side of convention press, whether that’s how to getting accepted as press at a convention, or volunteering as a convention liaison yourself.

See you back here tomorrow!

Art by the amazing Kevin Bolk. Check it out in the wild, too.