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Patriot Hall Press Release Policy

Sep 30, 2026

1. Purpose and scope

All press releases issued by or about Patriot Hall must follow this policy so the venue speaks with one accurate, consistent voice.

This policy applies to:

  • Releases issued by Patriot Hall staff and management

  • Releases by renters, promoters and partner organizations that name Patriot Hall, use its logo, or describe its facilities

  • Media advisories, event announcements, and statements posted to the website (sumterpatriothall.com) or Patriot Hall social media accounts

It does not cover paid advertising, which follows the venue's separate marketing guidelines.

2. Authorized spokespersons

Only authorized spokespersons may issue releases or official statements on behalf of Patriot Hall.

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3. When Patriot Hall issues a release

Patriot Hall issues releases for news of public interest, not for every booking.

Typical occasions:

  • Venue-produced or co-presented events and season announcements

  • Major renovations, new equipment or facility upgrades

  • Community programs, partnerships, sponsorships and grants

  • Milestones, awards and anniversaries

  • Leadership or staffing changes

  • Closures, schedule changes and safety notices

Routine private rentals (weddings, meetings, private parties) are not announced without the renter's written consent.

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4. Renter and promoter releases

Renters may promote their own events at Patriot Hall, but any release naming the venue must be submitted for review before distribution.

Renters and promoters must:

  1. Submit the draft release and any promotional materials at least 5 business days before distribution, using the venue's promo submission link.

  2. Identify themselves as the event organizer, not Patriot Hall. Use "presented by [Organization] at Patriot Hall," never wording that implies Patriot Hall produces or endorses the event unless it does.

  3. Use the venue's correct name, address and approved description (see Section 5).

  4. Include their own media contact, not Patriot Hall staff.

  5. Confirm date, time and ticketing details match the signed rental agreement.

Patriot Hall may request changes or decline to share materials that are inaccurate, misleading, or conflict with venue policies. Approved materials may be posted on the Patriot Hall website and social media at the venue's discretion.

 
5. Content and style standards

Every release must be accurate, clear and written in AP style.

Required elements:

  • "FOR IMMEDIATE RELEASE" or an embargo date and time

  • Headline and optional subheadline

  • Dateline: SUMTER, S.C. — [Month Day, Year]

  • Lead paragraph answering who, what, when, where and why

  • Quotes only from people who approved them in writing

  • Event details: date, time, ticket prices, accessibility and parking information

  • Boilerplate "About Patriot Hall" paragraph (approved text maintained by the Marketing & Communications Coordinator)

  • Media contact: name, phone, email

  • "###" to mark the end

Releases must not include confidential rental terms, pricing negotiated with individual renters, personal information of staff or patrons, or unverified claims such as capacity or attendance figures that have not been confirmed by venue management.

 
6. Review and approval

No release goes out without Venue Director approval; routine releases take about 5 business days from request to distribution.

  1. Request — submit the topic, key facts and desired release date to the Marketing & Communications Coordinator.

  2. Draft — Coordinator drafts or edits the release within 2 business days.

  3. Fact check — Coordinator confirms dates, names, pricing and quotes with the responsible parties.

  4. Approval — Venue Director approves or returns with edits within 2 business days. Releases on policy, funding, safety or legal matters also go to the [governing body / county representative].

  5. Distribute — Coordinator distributes on the approved date and logs the release.

Time-sensitive notices (weather closures, safety issues, cancellations) may be approved verbally by the Venue Director and distributed immediately, with written approval recorded the same day.

 
7. Distribution

Approved releases are distributed by the Marketing & Communications Coordinator only.

  • Local and regional media list (print, TV, radio, online), maintained and reviewed quarterly

  • Newsroom or News page on sumterpatriothall.com

  • Patriot Hall social media accounts, with a link back to the website

  • Community calendars, chamber of commerce and tourism partners where relevant

  • Email list subscribers, for public events

Releases are sent as plain text in the email body with a PDF attached, plus high-resolution photos where available.

 
8. Media inquiries, crisis communications and other rules

Media inquiries. All media calls and emails go to the Marketing & Communications Coordinator, who responds within 1 business day and coordinates interviews with the Venue Director.

Crisis communications. For emergencies, injuries, security incidents or legal matters, only the Venue Director or [governing body / county representative] may issue statements. Staff should say only: "Please contact our communications office," and share the contact information.

Logo and photos. The Patriot Hall name, logo and venue photos may be used only in approved materials, in the approved format. Photos of patrons or performers require appropriate releases or consent before publication.

Corrections. Errors in a published release are corrected promptly with an updated release and a note of the correction on the website.

Records. Every release, its approval and its distribution list are kept for at least 3 years.

Policy review. This policy is reviewed annually by the Venue Director. Violations by renters may affect future booking privileges.

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