Canada’s meeting place for freelance writers and creators
Established 2010
Canada’s meeting place for freelance writers and creators
Established 2010
This article about what to expect on a press trip is written by Vanessa Chiasson, a freelance writer based in Ottawa who specializes in travel and human interest stories.
When I return from a press trip, everyone is eager to hear what adventures I had during my work as a travel writer.
I’m only too happy to oblige!
I love talking about the time I was taught how to pour a proper pint of Guinness by the company’s head brewmaster in Dublin, that time I flew first class to Istanbul when Turkish Airlines introduced a new connection to Montreal, and the incredible meal I had while sitting on the floor of a meat-smoking room in Swedish Lapland.
This is why I love my job and why so many freelancers are eager to join press trips. They’re incredible opportunities to connect with people, places, and stories you normally couldn’t otherwise access or afford. And, let’s face it, they’re a nice perk of the job.
Then there’s the other side of the experience. There are tough days, disorganized hosts, punishing schedules, and frustrating travel companions. Press trips are exhausting, unforgettable, overwhelming, and occasionally dull, but I wouldn’t have it any other way.
1. Press trips (also called FAM or familiarisation trips) are either done with a group or individually.
Group trip itineraries are organized by the hosts who issue the invitation. All expenses are paid, save for personal costs (like souvenirs) and occasional exceptions (alcohol isn’t always included.) You save a lot of time and effort when someone else does all the research and arrangements, but you may be stuck with activities and schedules you don’t love. Group trips usually have a supportive, congenial atmosphere, but you always run the risk of travelling with someone you dislike.
2. Individual trips are generally more flexible and focused on your work and interests.
You are responsible for pitching your trip to the tourism board and researching your itinerary, which takes time and energy. You are always “on” and responsible for everything. Your entire costs might be covered, or you may simply get just a few discounts and meal vouchers, but either way, you can expect some paperwork.
I like a mix of both. I appreciate being around colleagues and not being responsible for the schedule. Still, I also enjoy hitting the open road on my own and being in charge of the music, the coffee breaks, and how much time I want to spend at the museum. Regardless of what kind of press trip you’re on, here are some things that always matter.
3. Discuss expectations.
What do your hosts want in return for hosting you? If you’re a blogger, how many posts are expected? Social media stars must clarify how many videos they’ll produce and when. Freelance writers need to have a discussion about who they hope to pitch. (I’m increasingly asked to confirm media assignments before press trips, which I find impossible as itineraries often change and experiences aren’t as expected. Feel free to tell this to prospective press trip hosts and offer up your portfolio as proof that you deliver). Itineraries and travel tickets should arrive well in advance of a trip. They rarely do. Be patient but firm. You need to know the information in advance to plot possible storylines.
If you must choose between paying for something and getting reimbursed or having the host book and pay, choose the latter. Choosing your own flights might sound more straightforward, but it’s not so much fun when you’re still chasing down reimbursement six months later.
4. Punctuality matters.
Be on time when the van departs. Call ahead when stuck in traffic.
5. Organization matters, too.
Pack light. Bring extra memory cards, backup batteries, power banks, pens, and business cards. Keep receipts in a ziplock bag.
6. Attitude really matters.
Say thank you to your hosts, the waitress, the hotel clerk, and everyone else. Bring cash to tip housekeeping.
7. Press trip food can be funny.
Sometimes, your menu differs from what everyone else has to choose from in the restaurant. It might be a spectacular gourmet tasting menu or a limited offer to keep you within a specific budget. Some press trips come with the expectation of sharing food with everyone at the table. Occasionally, what sounds like a short, simple meal can become exhausting when you’re suddenly joined by the property’s head of sales and the town’s deputy mayor. And every now and then, there’s no food at all. I’ve lost track of the number of times I’ve been on a food tour without food, and I’ve learned to travel with granola bars.
8. Finally, don’t be afraid to speak up and ask for what you need before and during your trip.
If you’d like to photograph a chef or grab drone footage of a farm, let your hosts know. The goal of the trip is to introduce you to the people, places, and experiences you need to pursue a story and good communication is essential to making that happen.
