Media Outreach & Spokesperson Intake
About this template
This intake template helps PR and communications teams gather the information needed to plan media outreach and prepare spokespersons. It covers campaign objectives, priority audiences, media targets, story angles, approved talking points, supporting evidence, interview logistics, approval workflows, and media assets.
Who it’s for
- PR agencies planning outreach campaigns for clients
- Communications teams preparing executives or subject-matter experts for interviews
- Organizations announcing launches, events, research, or timely news
- Teams that need clear review and escalation processes for media requests
When to use it
- Before developing a media outreach plan or pitching journalists
- When identifying and preparing a primary spokesperson for interviews
- Before a launch, announcement, event, or other deadline-driven campaign
- When media approvals, sensitive topics, or interview constraints need to be documented
Customization tips
- Add questions about regional markets, languages, or industry publications if outreach will be segmented.
- Include a field for embargo terms if announcement timing requires coordinated coverage.
- Add links to a press room or brand guidelines when existing materials should guide outreach.
- Adjust approval options to reflect legal, executive, or client review requirements.
Preview the template
About Sydnee RequestsInteractive preview — your clients fill this out in their portal on your domain.
Assigned toYour client
Media Outreach & Spokesperson Intake
Campaign direction
Tell us what this outreach should accomplish and who it needs to reach.
Share the outcomes that matter most for this campaign.
Describe the people or groups this outreach should influence.
Include the launch, announcement, event, or response deadline if there is one.
Media targets and story direction
Help us focus the outreach on the right outlets, journalists, and angles.
Include existing relationships, past coverage, or targets that are especially important.
Share the strongest narratives you want reporters to consider.
This helps us keep outreach aligned with your preferences.
Messages and proof points
Provide the core messages and evidence that can support credible media conversations.
Please include only statements that are cleared for external use.
Include relevant context, statistics, and claims we can substantiate.
Note sensitive areas, required disclaimers, or language that must not be used.
Spokesperson preparation
Tell us who can speak for your organization and how we should prepare them.
Identify the person we should position as the main media contact.
This helps us match them to the right opportunities and shape their preparation.
Share alternatives for specialized topics or scheduling coverage.
Let us know when interviews can realistically be scheduled.
Select all formats your spokesperson is comfortable with.
Share any requirements that affect how interviews are arranged or handled.
Approvals and escalation
Set clear expectations for approvals and urgent media requests.
Identify the person who can give timely approval for this campaign.
We will use this address only for outreach and interview approvals.
Choose the approval approach that best fits this campaign.
Include any after-hours process or decision-makers we should involve.
Supporting materials
Upload any materials that will help us support the story and prepare spokespeople.
Please include relevant research, press materials, fact sheets, bios, logos, images, videos, or previous coverage.
