As more events start to pop up, we have created this document for first-time event reporters, and for veteran reporters to refresh their knowledge of guidelines.

Airways Coverage: Procedure for External Correspondence

To ensure Airways as a corporation is at the center and is the origin of all forms of correspondence as it pertains to our coverage as a news organization, the following procedure must be followed so there’s no overlapping of Correspondents covering any industry event, whether in person or remotely, and to have a clear line of communication as per our organizational structure.

1. Any request or invitation for any type of coverage of an industry event, facility visit, trip report, or interview from/of a commercial aviation Entity should be first forwarded to the Editor-in-Chief and the Digital Editor for review and approval. No correspondence should be sent to the industry Entity without Editor's approval.
2. Once the request/invitation to cover is approved, Editors are to email the industry entity in question, outlining the details of the coverage and the assigned Directors and/or Writers (Correspondents) that are to cover and produce content.
3. The Correspondents will then begin coordinating any further coverage details with the industry Entity, via follow-up emails.
4. All communications with the commercial entity should be professional, cordial, and in line with the editorial policies and standards of the magazine.

Here's a flowchart illustrating the above process:

Request for event coverage ---> DM to Editors for approval ---> Approval granted ---> Editors/Directors email Entity and CC Correspondents ---> Event details coordinated with Entity by Correspondents via follow-up emails ---> Coverage done

Professionalism

First and foremost, when attending events on behalf of Airways Magazine, you are representatives of the company and must act accordingly. Attire should always be business casual, and you must always arrive early or on time. Arriving early can also present new opportunities as well.

For example, at the Breeze press conference, our reporters arrived before everyone else and were able to speak privately to David Neeleman and even interview him! 

Make sure to plan ahead and arrange any necessary transportation to and from events. Inaugural flight celebrations usually begin at least one hour before scheduled boarding. 

One of the most valuable parts of covering an event is the building of relationships with corporate airline employees.

Before the Event

Coordinate with media relations professionals of airlines on event logistics, and have a connection with someone at the event. When you get to the event, make sure you introduce yourself to your contact and exchange business cards if you have any. 

Online Coverage

When covering a major event online, it must have three elements; article, social media, and video. Anyone covering an event will be temporarily added to the #aa-event-coverage channel to communicate with editors and social media managers. 

Article: A draft must be pre-written and published before the event takes place. Make sure the title of the article matches the event correctly. Throughout the event and after, you should send updates to an editor. 

Social Media: For major events, coverage should include Instagram stories and Twitter coverage if possible. Post a few updates on each throughout the event (and after the event) and be sure to link the article. 

Video: Throughout the event, try to get as much video footage as possible (even with your phone). 

Photography: Taking high-quality photos is one of the cornerstones of event coverage. Without good photos, we cannot produce a high-quality article on the event. If you have a camera, please work on making sure the exposures are correct, and that framing is adequate. If you need help with this, please contact Alberto, Kochan, or Brandon. 

After the Event

Following the event, don’t forget to email the people you met to develop your connections. Thank them for the event and send them the articles that we published! They love to see them.