Press Kit Resource Hub

A great press kit makes it easy for presenters and media to understand your ensemble, hear your best work, and contact you quickly. Use the guides below to plan your materials, prepare assets, and publish a polished kit that supports bookings, coverage, and fundraising.

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Creating the Perfect Press Kit

Whether it is for local concert promotions, touring overseas, or just posting on your website, a well-constructed press kit can be an invaluable tool for raising the profile of your ensemble. If you’ve never created one before, it might seem like a large project to tackle, but don’t worry! Our step-by-step guide walks you through the process with everything you need to know.

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Frequently Asked Questions

Find answers to the most common Press Kit questions for ensembles. This FAQ covers what to include, bios, photos, audio and video, press releases, file organization, sharing, updates, and permissions.

A press kit is a curated set of materials that quickly explains your ensemble to media, presenters, donors, and partners. It supports coverage, bookings, and sponsorships.

Ensemble bio, director bio, two or three high-quality photos with credits, two or three recordings or videos, recent quotes or reviews, contact information, and a press release.

Yes. The web page is easy to update and share. The PDF is ideal for downloads, forwarding, and offline reference.

Keep a short bio of 75 to 100 words and a full bio of 200 to 300 words. Maintain a one-sentence tagline for programs and social. Use consistent third-person voice and update after major milestones.

JPG or PNG, 3000 to 4000 px on the long edge. Keep 300 dpi originals and export web versions at appropriate sizes. Include at least one landscape banner and one portrait headshot. Always include photographer credit, captions, and alt text.

Include two or three representative tracks or clips. Provide streaming links (YouTube, Vimeo, SoundCloud) and downloadable MP3 or WAV if requested. Label title, composer, venue, date, and featured soloists.

Top line: FOR IMMEDIATE RELEASE; Headline; City, State or Country, Month Day, Year; Body with quotes and facts; Ensemble or Director bio; Contact information; ### to indicate the end.

Secure written permission for photos and recordings. Obtain releases for identifiable minors and private locations. Confirm licensing or courtesy language when required and store agreements in a shared folder.

Use clear names, for example: ensemble-name_press-photo1_photographer-lastname.jpg. Create folders for bios, photos, audio, video, press, and logos. Keep a version number or changelog for updates.

Review at least annually and after leadership changes, premieres, awards, tours, or major media coverage. Replace outdated photos and fix dead links immediately.

Send the web page link plus a single PDF. For large assets, share a view-only folder link. Include a short personal note, your direct phone number, and expected response time.

Yes. Maintain a core kit, then create variations for presenters, festivals, sacred venues, education partners, or donors. Keep branding, facts, and credits consistent across versions.

Track page views, outbound link clicks, and PDF downloads. Use UTM tags on campaign links. Review performance after major announcements and update weak sections.