Step 2: Outreach Organization

Organizing your Smart Lists

A comprehensive music industry contact list is a crucial aspect of your career in the music industry. The Virtual Publicist platform makes it simple for you to create and manage your list of music industry contacts. This smart list is designed to streamline communication and keep your music career organized by categorizing your targets and tracking your interactions.

Access the “Create List” button on the left side of the Virtual Publicist dashboard to start building your smart list. This list will be connected to your notifications, allowing you to receive regular updates on the status of your messages and group your emails for quick and efficient response. Optimize your music career by utilizing the power of the smart list feature in Virtual Publicist.

Creating lists for radio stations:

After defining your target audience, and selecting who the lucky candidates are to feature your music, follow the steps below to create the perfect list for your radio campaign.

Keep in mind that having Radio stations that are similar in style, format and audience is a good idea to group together as it streamlines your work, and optimizes the potential reach of your campaign.

Advantages of having similar categories of radio stations in the same list:

1. Better organization:
   • Having similar categories of radio stations in the same list helps you keep track of all the information you need in a logical and efficient manner. This makes it easier to find the information you need, as well as keep track of which radio stations you have pitched to and the results of those pitches. This also makes it easier to update the information as needed, ensuring that your list remains current and accurate.
2. Increased efficiency:
   • By grouping radio stations based on common characteristics, you can streamline your pitching process and target the right stations more efficiently. This allows you to focus your efforts on the radio stations that are most likely to be interested in your content, increasing your chances of a successful pitch. Additionally, having a well-organized list reduces the time and effort required to research and gather information about each radio station, as you can easily access all the information you need in one place.
3. Better targeting:
   • By categorizing radio stations, you can ensure that you are targeting the right audience with the right message. This makes it easier to tailor your pitches to the specific needs and preferences of each radio station, increasing your chances of a successful pitch. Additionally, this allows you to prioritize the radio stations that are most likely to be interested in your content, making it easier to focus your efforts on the most promising opportunities.
4. Better reporting:
   • Having similar categories of radio stations in the same list makes it easier to track your progress and measure the success of your pitches. This allows you to see at a glance which radio stations have been pitched to and the results of those pitches, making it easier to track your progress and identify areas for improvement. Additionally, this makes it easier to report on your pitching efforts to others, as you can easily present a clear and concise summary of your activities and results.

Create an Electronic Press Kit:

A press kit, also known as an Electronic Press Kit (EPK), is a crucial tool for musicians reaching out to radio stations. A well-constructed press kit can help you stand out from the crowd and make a lasting impression on the radio station’s decision-makers. Here are five key components that a press kit should include:

1. Biography:
   • This section should provide an overview of the artist’s background, musical influences, and unique qualities that set them apart from other musicians.
2. Music:
   • A press kit should include audio samples of the artist’s best work. Radio stations want to hear the music and decide if it fits their format and audience.
3. Photos:
   • High-quality, professional photos help to visually convey the artist’s image and style. Radio stations use these images to promote the artist on their website, social media, and other marketing materials.
4. Press Clips:
   • This section should include quotes and reviews from reputable media outlets and industry professionals who have covered the artist’s music. This adds credibility and legitimacy to the artist’s claim of being a talented musician.
5. Contact Information:
   • This section should include the artist’s contact information, including their website, social media links, and direct contact for the radio station to get in touch.

A well-constructed press kit is essential for musicians looking to reach out to radio stations. It should provide the radio station with a comprehensive understanding of the artist’s background, music, and potential impact on their audience. The key components outlined above provide the necessary information for the radio station to make an informed decision and include the artist’s music in their programming.

Step 3: Reaching Out To Your Targeted List

Write a compelling email:

Composing an effective email to radio stations is a crucial step in promoting your music and getting your work heard by a wider audience. An email can be the first point of contact between you and a radio station, and it’s important that it presents you in the best possible light. In this article, we’ll provide you with a step-by-step guide on how to create an effective email to radio stations, including what information to include and how to format it.

Introduction: Promoting your music through radio play is one of the most effective ways to reach new listeners and grow your audience. But, with so many artists vying for the attention of radio stations, it’s important to make a strong first impression. A well-crafted email can help you stand out from the crowd and capture the interest of the radio station’s decision-makers.

Point Form: When composing your email to radio stations, consider the following key components:

1. Subject Line:
   • The subject line of your email should be clear, concise, and attention-grabbing. It should give the radio station a quick idea of what your email is about and why they should read it.
2. Introduction:
   • The introduction should provide a brief overview of who you are, your music, and why you’re reaching out to the radio station. Keep it brief and to the point.
3. Your Music:
   • This section should include a brief description of your music and what sets it apart from other artists. Provide a link to a sample of your work and invite the radio station to listen.
4. Target Audience:
   • Explain who your target audience is and why your music would be a good fit for the radio station’s listeners.
5. Contact Information:
   • Make it easy for the radio station to get in touch by including your website, social media links, and contact information.
6. Closing:
   • Close the email by thanking the radio station for considering your music and reiterating your enthusiasm for the opportunity to be played on their station.

Composing an effective email to radio stations is an essential step in promoting your music and growing your audience. By including the key components outlined above, and using the templates provided by Virtual Publicist, you can ensure that your email presents you in the best possible light and captures the interest of the radio station’s decision-makers.

Formatting:

When it comes to formatting your email, keep it simple and professional. Use a clear and easy-to-read font, such as Arial or Calibri, and avoid using excessive bolding or italics. Stick to a simple and clean layout, and make sure to proofread your email before sending it to ensure there are no typos or grammatical errors.

Virtual Publicist Templates:

Creating an effective email to radio stations can be time-consuming and challenging, especially if you’re new to the process. That’s why Virtual Publicist offers a selection of email templates to help you get started. These templates have been crafted to ensure that all the key components are included and that your email is formatted in a professional manner.

The templates can be easily customized to cater to the exact crowd you’re reaching out to. Simply modify the templates to include your own information, music samples, and target audience. This will help you create an email that truly represents you and your music, increasing your chances of capturing the interest of the radio station.

Follow up with the contact radio stations:

Following up with radio stations after sending an initial message is an important part of the promotion process for musicians. However, it can be challenging to strike the right balance between being persistent and coming across as spammy. In this article, we’ll explore the best practices for following up with radio stations as a musician, including when to follow up, what to say, and how to avoid coming across as spammy.

Radio stations receive a large volume of messages from musicians, and it can be difficult to get your message heard. That’s why following up with radio stations is an important part of the process. By following up in a professional and respectful manner, you can increase your chances of getting your music played on the radio.

When following up with radio stations, consider the following key components:

1. Timing:
   • Wait at least a week before following up, to allow the radio station time to listen to your music and consider your request. It’s important not to follow up too soon or too often, as this can come across as spammy.
2. Personalization:
   • Personalize your follow-up message by addressing the recipient by name and referencing your initial message. This shows that you took the time to read their response and are serious about your request.
3. Relevance:
   • Make sure your follow-up message is relevant to the recipient and their radio station. Explain why you believe your music would be a good fit for their listeners and why you’re following up.
4. Be Respectful:
   • Be polite and professional in your follow-up message. Avoid coming across as pushy or aggressive, as this can turn off the recipient. Instead, express your enthusiasm for the opportunity to be played on their station and reiterate your interest in getting your music heard by their listeners.
5. Limit Follow-Ups:
   • Limit your follow-ups to a maximum of two or three messages, spaced several weeks apart. Any more than that, and you risk coming across as spammy.

Avoid Mass Messaging:

Sending a single, personalized message is more effective than mass messaging. Mass messaging, where you send the same message to multiple radio stations at once, can come across as spammy and unprofessional. It’s important to take the time to personalize each message and make it relevant to the recipient and their radio station.

By following the best practices outlined above, including timing, personalization, relevance, and respect, you can increase your chances of getting your music played on the radio. Remember to limit your follow-ups and avoid mass messaging, as this can come across as spammy and negatively impact your chances of getting your music heard

Best Practices of Radio Outreach

Build relationships with radio stations:

Building a relationship with a radio station prior to requesting airplay is important for several reasons:

1. Establishing credibility:
   • By developing a relationship with the radio station before requesting airplay, you are demonstrating your commitment to their audience and building credibility as an artist or music industry professional.
2. Building trust:
   • Establishing a personal relationship with a radio station helps to build trust, which can be valuable when it comes to securing airplay for your music.
3. Understanding their audience:
   • Building a relationship with a radio station gives you the opportunity to learn about their target audience and tailor your music accordingly.
4. Networking:
   • Building relationships within the music industry can help you network and connect with other professionals in the field.
5. Access to other platforms:
   • Building a relationship with a radio station can give you access to other platforms, such as their website and social media channels, which can be used to promote your music.

Virtual Publicist can help you track your communications with radio stations and find other platforms they can be found on to build relationships. With Virtual Publicist, you can easily manage your outreach and follow-up efforts, as well as keep track of your interactions with radio stations. Additionally, Virtual Publicist can help you identify and connect with other relevant platforms, such as websites and social media channels, to help you build relationships and promote your music.

How to look up and track your music when played on the radio

Tracking and monitoring is half the battle when launching your radio campaign.

There are several ways to track the airplay of a song on radio stations:

1. Radio Monitoring Services:
   • Companies such as Nielsen BDS provide radio airplay monitoring services that track the plays of a song on terrestrial and internet radio stations.
2. Music Industry Charts:
   • Industry charts such as Billboard and SoundScan track the most popular songs based on airplay, sales, and streaming data.
3. Social Media Analytics:
   • Utilizing social media platforms such as Facebook and Twitter, artists can track their reach and see how many people are talking about their songs.
4. Direct Feedback:
   • Artists can also reach out to radio stations directly and ask for feedback on the airplay of their songs.

It is important to keep in mind that airplay data is not always comprehensive and may vary depending on the tracking method used.

Tracking the airplay of a song on radio stations can be difficult for several reasons:

1. Limited Data:
   • Radio monitoring services may not have access to all radio stations, particularly smaller and regional ones, making it difficult to get a complete picture of a song’s airplay.
2. Technical Limitations:
   • Radio monitoring services rely on technology to detect the plays of a song, but the accuracy of the data can be limited by the technology used. For example, terrestrial radio stations may use analog signals that are harder to detect than digital signals.
3. Lack of Standardization:
   • Different radio monitoring services use different methods to collect and report airplay data, making it difficult to compare data across different sources.

Reaching out to the radio station directly can be an efficient way of tracking a song’s airplay to some extent. Radio stations keep track of the songs they play and can provide artists with specific information on the airplay of their songs. However, this information may not be comprehensive or up-to-date, and it may also be time-consuming to reach out to each individual radio station.