My team and I speak to a lot of musicians who want a music publicist.

What continues to baffle us is the fact that many of the artists who contact us have no idea what they are looking for. Someone in the music business told them they should “Get a music publicist.” So, they come a – calling.

I have written this guide and my series to help you navigate the waters.

If you would like to download a copy of the whole thing you can do so here.

Here is an excerpt from Part 3 on how to find, research & hire a music publicist to help you…

Making Contact with a PR Firm

Before You Call: Set Your Expectations & Goals

Most major PR firms (the ones that have national acts on their rosters) have strict criteria for accepting clients and many of them plan music publicity campaigns months in advance.

It will be helpful to have reasonable goals in mind that you can talk to her about. Reasonable does not mean Pitchfork if you are just starting out. It means figuring out what is attainable from where you are today. Create a list of at least five goals – these should be specific media targets. This way you will know what you are aiming for when you hire.

Initial Contact

I get a lot of complaints from artists who say that they tried to contact certain music publicists and they never got a response.  Many are just too crazed with work to handle the incoming inquiries. Also, some don’t handle independent artists. Many music publicists prefer to work with signed or represented clients. With a little finessing you can get to them. This is not a guarantee that they will want to take you on as a client, but it will at least get you in the door.

Know Who You Are Calling

Why are you targeting that music publicist’s firm? You should know the answer to this first. Next, visit the “about us” section of their website and read about the team.  This way you will know who you may be speaking to or asking for! And always ask for someone specific by name.

Pick Up The Phone

When you make initial contact with a public relations firm, don’t just dive in and start firing questions at whoever picks up the telephone. Note that a very busy intern or an administrative assistant may be in charge of answering the phones and most likely will not be able to tell you prices or PR firm availability.

Ask If You Can Email

Ask if it may be possible to send an overview to someone with links to music before you leave a message – Then prepare a short and thoughtful email with who you are, the name of the project, when you want to release and links to music. A Private SoundCloud is preferred.

If You Are Asked To Leave A Message

You may be sent to voicemail or someone will take a message. Do not just leave your name and phone number!

Leave a full and concise message saying the following:

Your name – first and last, and your band/artist name.

Telephone number – just one number not work, home and cell.

Reason for calling – “I am interested in hiring a PR firm and I am inquiring about your interest and availability.”

If the person taking the message seems receptive (and tolerant), also leave your website URL, and release date, but save more until the conversation with the appropriate person.

 3 Strikes – They’re Out!

If no one calls you back within 72 hours, call again and repeat.

Three strikes and move on… If a music publicist can’t call you back after 3 tries they are not interested.

When You Get The Music Publicist On The Phone

On the first contact, ask only three questions.

But, first, introduce yourself very briefly.  Example:

Hi, this is ______________ and I’m in an indie pop band from LA about to release a new EP.

1: Are you considering new clients for the time frame of ______ (your release date?)

2: Give a very brief synopsis of your project, three sentences max. Include:

• The genre of music you play (if you didn’t already mention it)

• Distribution plan

• Your release show/tour schedule with markets and highlights

Then any other parts of your release plan, like playlist promotion, your social media calendar, etc.

3: Ask – can I send you the music to consider? Then send a private SoundCloud link. Do not clog up her inbox with a YouSendIt or a dropbox. One-click is all she should have to do to get the gist!

Round 2: If The Music Publicist Is Interested

You will next probably set up a call to chat. This is the time when you can really see if you like the publicist, her ideas, her ability to listen and this is the time to have a candid conversation about your expectations for the campaign. If she “yeses” you to death and doesn’t manage expectations this is not a great sign.

Have These 3 Talking Points Ready

  1. National distribution – CD Baby or Distrokid may not be enough of a distribution plan for some larger PR firms who deal with national publications (please tell me the last time you read: “Available at Tunecore” in a major publication?)
  2. A release date in mind that is at least 2-3 months away from your initial contact.
  3. Interesting angles – Really think this through – We just signed an artist who is scoring the first VR Shakespeare performance and we think that is awesome – as VR sites and film score blogs will go nuts for this angle! A tour in place, a charity affiliation or local angles can be great too.

Ask About Accountability & Reporting

This is CRUCIAL! You deserve to be updated as your PR campaign progresses. You want to know who is pitching on your behalf, is it an intern or an experienced publicist? Also, you should expect regular press reports and updates from your PR team so be sure to ask about the reporting policy. Also, will they be telling you and showing you who they are pitching you to so you can be following along with social media follows? This is key.

Ask Hard Questions

Don’t be afraid to ask challenging questions and really have a candid conversation.

BE AWARE: A Music PR Firm is NOT a Used Car Lot!

I have heard stories that PR firms do “hard sells” saying that rates are only available for a certain amount of time or their roster will be completely full bt tomorrow if they don’t act now.  This is CRAZY and means you should be running away.

Do Your Research

99% of all music publicists all sound fabulous on the telephone, and they should, after all, communication is their job. Therefore, it is critical that you do some due diligence and research. I suggest that you use these 4 methods to research music publicists and music publicity firms.

  1. Google the individual names of each music publicist, and the name of the company, and look for information about these individuals. Dig past the first few pages!
  2. Look up the different bands and artists that they rep and search for placements (articles, blog posts) If you don’t see articles this may not be a great sign.
  3. Search Glass Door. An artist who was ripped off by a firm told me about this one, and she was horrified when she read about what it was like to work at that firm. Search for the name of the company at and see if anyone who has worked there has reported about the company or what the morale is like.
  4. Ask Artists. Reach out on socials.  The best part about social media is you can reach out on Facebook, Instagram or Twitter. Inquire about what their experience was like.

I hope you found this excerpt from The Ultimate Guide to Music Publicity useful!

Get The Whole Guide On Amazon:

Ultimate Guide Music Publicity by Ariel Hyatt