Fair Media and Press Coverage

Why does media coverage matter to a fair?

Newspapers, radio, television and community websites tell residents what is happening at the fair. Stories about exhibitors, rodeo events, new exhibits and community projects help people decide to visit and give recognition to the people who work hard all year.

Coverage also shows what the fair means to the area. A story about a family that has exhibited for generations does more than any announcement.

Local coverage also reaches people who may never have visited, including new residents. A friendly, accurate story can introduce the fair to a whole new audience.

How do you build good relationships with local media?

Find out who covers your area. Many outlets have a reporter or editor for community news. Introduce yourself in a short message, and offer a single named contact for the fair. Reporters value quick, clear answers.

Keep a short list of contacts and share news early. Do not expect every story to run. Newsrooms have limited staff, and coverage depends on their needs that day.

If an outlet misspells a name or gets a time wrong, contact the reporter politely and ask for a correction. Most newsrooms want accuracy and will fix honest errors.

• Identify local reporters and editors
• Name one contact person for questions
• Share news early and clearly
• Offer story ideas, not only announcements
• Say thank you when coverage runs

What makes a good press release?

A press release is a short document that gives the main facts: what, who, where, when and why it matters. Lead with the most important point, keep paragraphs short, and give a contact for follow up. Check every spelling, time and place before sending it.

Attach clear photos if you have them, and make sure you have permission to share them. Avoid exaggerated claims. Reporters prefer facts they can verify, and your statements should be confirmed by the official fair page.

Include the fair's own website for readers to confirm dates, hours and ticket details. Never rely on a press release alone to carry schedule information that may change.

How do you handle photos and youth?

Fairs include many young exhibitors. Organizers should have a policy on photographing and naming minors, and families should know about it. Many outlets use first names or full names only with parent consent. Ask the organizer how the fair handles this.

Never share a child's home address, schedule or other private details in a story. If you are a parent or exhibitor and do not want a photo published, tell the organizer and the reporter directly.

Exhibitors who are comfortable being interviewed can share what they have learned about animals, crafts or crops. Ask each family what they are comfortable with first.

How should you prepare for a reporter's visit?

Plan who will speak and what you want to say. Choose a quiet spot, offer water, and walk the reporter through the area. Be honest about what you do not know. If a question is outside your role, point the reporter to the right person.

Animals and crowds can be unpredictable. Make sure the reporter and photographer know and follow the safety and biosecurity rules, including any directions from animal health officials.

Offer a reporter a brief tour of exhibit halls and show barns during quieter hours. A calm visit usually produces better photos and more accurate stories than a rushed one.

What if there is bad news?

Incidents such as injuries, severe weather or animal disease concerns can draw media attention. Share accurate, clear information as soon as it is confirmed, and direct people to the official source. Avoid guessing or placing blame.

Put the safety of people and animals first. Follow guidance from emergency services and health officials, and have a plan for who speaks for the fair.

• Confirm facts before sharing
• Name who speaks for the fair
• Point to official sources
• Put people and animals first

How do you follow up after the fair?

Send a thank you note to the outlets that covered the fair. Share results, such as winners or new programs, through the fair's own channels. Keep a file of coverage to help with sponsors and future planning.

Review what went well and what did not. A brief debrief with your media contact helps next year's coverage.

Keep clippings and links in an archive. They show future boards and sponsors how the fair has been seen over time.

Last reviewed: November 12, 2026. Written by the County Fair & Rodeo Guide Editorial Team. See our editorial policy.