ARRL EMA PIC Reference 9/88 K1HLZ rev 3/90 AUDIO for News Gathering Public Relations AUDIO (also called: sound, actuality, cut, bite or sometimes beeper). You hear these all the time during Radio and TV newscasts but have probably never paid attention to the "mechanics" of it. Someone other than a professional newscaster giving first hand information or reactions relative to a news story or event. Electronic news media (Radio, TV, cable) usually like to use stories with "sound" (and/or pictures). The audio gives the report an "eyewitness" feel and enhances the newscasts. The media could call you on the phone and ask you questions about the situation or what you overheard. Their recording of you is one kind of "sound". Or they could send a crew to your home and record you -or audio from your rig or tape recorder- as another kind of "sound". You could even feed them audio from your rig or tape machine on the phone. You could make recordings to help you "re-create" or "simulate" communications for the TV crew. Audio and Video editors can work wonders! If you make recordings yourself, remember that good clean quality recordings are important. Direct connections between your rig, tape machine and the phone are a must! Do not rely on holding the mic. to the speaker! If they are for use by others then they should be in a form that is easily handled (i.e. almost everyone has standard cassettes and open-reel tape recorders but very few have micro cassettes or Digital VCR audio or 8 track cartridge capability). Radio and TV stations usually run open-reel tape at 7 1/2 or 15 inches per second, almost NEVER 3 3/4 ips. The label on your tape should indicate the format and speed (and in the rare case of special tapes, Metal, or DBX or Dolby indications) stereo or monaural. Standard cassettes are often easiest to use. Phone patch equipment can easily interconnect your Rigs, telephone and cassette (or open reel) recorders. Get it set up NOW and try recording from your rig. Then try playing the recording over the phone to a friend or simulate "reception" by playing it through your rigs speaker or from the tape player with the rig speaker turned down. Get used to the volume levels for best results. RADIO: Editing "raw" sound for broadcast use is best left to those familiar with the practice. Provide the "raw" sound (just as you recorded it) to those who want it, like the Press and Media, or Public Information handlers. If you can, develop a method to "quickly" get to the "good" sections of the tape - where the most newsworthy communications are. They will edit it down for their purposes. They may use just 5 seconds of your sound even if you gave them an hour. But 1 hour is too long for an editor to wade through. Audio for News Gathering PR page 2 Here are some guidelines. There are some exceptions but stations generally want short concise "sound" which includes some important statement, observation, reaction, or flavor of what is happening. Depending on content, actualities (as this type of "sound" is referred to) should be SHORT, from a few words to 30 seconds long. A 40 to 60 second cut is usually considered too long. Many short cuts are better than one long cut. A variety of cuts gives stations the chance to pick and choose. They may not want to use the very same audio cuts that their competition uses and they may not want to repeat the same audio cut in consecutive nescasts. Different versions of the same info are a help during major stories, and will work to our advantage. Keep a cassette or open reel tape machine with blank tapes on hand. When you encounter a situation, roll tape continuously so you don't miss anything "good". If you can, "dub" (copy) good excerpts to another tape. Quality and fidelity deteriorate to varying degrees with each transfer or dub so keep it to a minimum. When you have "good sound" supply the information to the PIC or PIO for editing and rapid mass distribution. They usually have contacts and experience with things of this nature. Besides, if 100 Hams call each station about the same situation, we'll overload their telephones. On the other hand, if you don't hear or see the story on your local stations, call them, especially if there is some kind of LOCAL aspect or tie-in to the story or situation! When there is no organized system in your area, here are a few tips you can use, depending on the situation. Contact the NEWS departments of Radio/TV/Newspapers in your area. Tell them who you are, what you have, and answer any of the questions they ask. They will probably also want your phone number for follow-up information. You can get more involved and set up a News Line (an answerphone type thing with "sound" on the outgoing message). The number of that line should be given to a News Service for distribution. Check for news services like United Press International and Associated Press offices in your area. Give them the story and a News Line number if you have one. These services have teletype into most every broadcast news department and will get your information out on a mass scale. Those wanting more info, or sound, will call your News Line. If you know someone who is set up and handles this type of audio production and you become aware of a situation, CALL the individual so he/she can record and distribute the "sound" or make your recordings available. It is better to let those who are familiar with this type of thing deal with it whenever possible. In Eastern Mass call the Ham Hotline in Boston (617) 437- 0111, which is checked for messages at least once a day and more often during a situation. Audio for Newsgathering PR Page 3 Television: It isn't as easy to provide video for TV as it is audio for Radio. BUT the TV stations may be interested in your audio too. Call their News Departments and alert them to the situation and what you have. Depending on the station and situation they may interview you on the phone or in person or just take notes from your call. Your shack should look somewhat presentable if they come to your home. If you are going to "simulate" communications then have your tape all cued (positioned to the point you want it to start) and ready to go. The crew will understand simulation. They may ask for "raw" recordings of what you heard so that they can edit them for themselves. Remember that News Professionals are very busy and have little time to spare. In all cases be sure to mention Amateur Radio or Ham Radio frequently. Give short, easy to understand answers. You are "talking" to a non-ham, non- technical audience). Generally they don't care or understand propagation, skip, frequencies QRM or all the "stuff" we hams take for granted. For pictures, try to look your best and present an "interesting" background. Signs, equipment, neatness, etc. all help. K1HLZ EMA PIC rev 3/90