Press trips for travel writers are an enjoyable perk of the writers' job but it is important to maintain good journalistic etiquette and ethical standards.
Most Travel Writers have experienced various forms of press trips but for new writers, or for those who haven’t had the opportunity of good hospitality at someone else’s expense here are a few basic tips that can make press trip experience rewarding for both guests and hosts.
Before the Trip
- Reply to trip hosts in good time. If the host asks for responses by the 15th and the reply is sent on the 20th the invitation may be withdrawn. Trip hosts have many things to think about and to do, the least writers can do is respond promptly with all information requested.
- Ask your trip organisers questions about the trip that may coincide with other interests and/or outlets. Organisers and hosts welcome a writer’s ideas which may in turn lead to a published article.
- If given adequate advance notice trip organisers and hosts do their best to arrange interviews, site inspections, food and beverage tastings, out of the ordinary activities and more for writers.
- Likewise the writer has special needs, for example special diets inform the organisers far in advance.
During the Trip
- Don’t be late and miss the plane, bus or train. Lateness will cause havoc with schedules and itineraries.
- Do not grumble about small problems in public to other trip members or hosts. If there is a major problem immediately alert the proper people, but stay cheerful be courteous and talk privately to those repsonsible.
- Dress properly and appropriately. What you wear affects the attitude shown to you by strangers. Don't wear a business suit but smart, clean “business casual” attire is appropriate for most situations.
- Ask questions, listen to and note the answers, make notes and take pictures. Concentrate on the place, the experience, event and information provided. It may not seem like it but behaviour is noticed and rewarded appropriately.
- Ask for a press pack.
- Never bring a second party on any press trip or event without express, and preferably written, consent from the trip hosts or organisers. Doing this without consent is embarrassing and difficult for all concerned. When in doubt leave it out.
- Be open and honest at all times and do not misrepresent publication credits, or outlets or intentions. Be open to new content ideas. You never know when a story idea can develop and lead to an entirely unlooked-for story.
- Leave tips. Restaurants and other service-oriented businesses involved with trips may be providing hosted meals (for instance), but their restaurant staff, bar men and others still rely on tips from guests. Tip the staff as you would in a normal restaurant or hotel.
- It is a mistake to assume that everything is paid for by the organisers or hosts asking what should be paid for by the writer is a courtesy they will appreciate.
- Be adult. If another writer gets something extra do not sulk, moan or demand an identical service or gift.
- Relax, enjoy and be enthusiastic on the press trip and it will show in the finished article. Try new things. See, eat, drink, walk. Don’t be lazy get out of the hotel (when you can) walk around and be familiar with the locale and what it has to offer, nose and dig around for potential stories.
After the Trip
- Good practice and general courtesy dictates that personal thank you notes, preferably handwritten and sent by snail-mail and not emails to the organisers and others involved are always appreciated.
- Copy your trip notes and subsequent ideas into a computer and look through photos press packs and releases as soon as possible after the trip. This is a good memory jogger. It may also provide new angles to develop new story ideas.
- Contact editors after returning with any new thoughts or ideas. Even though an editor may have rejected your idea in the past, these new post-trip ideas combined with unique personal titbits may become assignments.
- When the article, or articles, has been published and this may be a long time afterwards, be sure to send the hosts clips from any and all of the published articles. Send the short pieces as well as the features. This is an important step. Public relations agencies and travel/hospitality industry professionals need to see the results of their efforts to justify their investment in their guests.
Press trips are fun, enjoyable experiences make the most of them write honestly and all efforts will be rewarded.
The copyright of the article Press Trip Courtesy and Etiquette in Freelance Writing is owned by John Howe. Permission to republish Press Trip Courtesy and Etiquette in print or online must be granted by the author in writing.
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