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Magazines are a somewhat different "animal" than newspapers and broadcasters, but can be equally effective media for promoting Amateur Radio and your group's activities. Two of the biggest differences are that magazines tend to be monthly or even quarterly, rather than daily or weekly; and that they tend to focus on specialized groups of readers rather than the mass "general public." They also tend to be regional or national in scope, and it's much easier to get your story into a national magazine than onto a network newscast.
One group of magazines is different from the rest for our purposes. The editors of these magazines don't have to be introduced to Amateur Radio or persuaded that an article about Amateur Radio fits their "mix" of articles and will be of interest to their audience. These magazines, of course, are the Amateur Radio magazines. Despite the fact that their readers already know what ham radio is and why it's important, they can still be a good resource for you to publicize your group's activities or to share lessons you've learned with other amateurs.
Because the ham magazines are a special case, we'll break this chapter into two parts -- Writing for:
Amateur radio has a rich tradition of hams sharing their knowledge and experience with each other, both on the air and through the pages of ham radio magazines. Those who share your interest want to learn how someone else did it, find a way that they can improve their stations or operating techniques or share an experience in which ham radio provided a service to the public or their hobby.
Some magazines report on topics that are of interest to people just getting their ham tickets as well those who have been in the hobby for years. Others specialize in specific areas of the hobby such as contesting or experimentation. It's important to have a basic knowledge of the type of articles that are published in each magazine. Click here for a current list of ham magazines and contact information.
The primary purpose of writing an article is to communicate an idea and to exchange the author's experience or accomplishment for the reader's time. Therefore, whatever is published or written should be worth the time it takes to read it. Every article passes through four very important sets of hands -- the author's, the editor's, the art director's, and -- most importantly -- the reader's. If the first three do their jobs well, then all the reader needs to do is relax, read, enjoy and learn.
Your main job as an author is to write an article that communicates your ideas clearly, concisely, and accurately. You also want to make the article interesting. A magazine isn't a textbook and no article is required reading. So your first job is to capture -- and hold -- the reader's attention. Your next challenge is to make sure you're neither talking down to the readers nor writing "over their heads."
Every successful writer knows his/her audience and writes to and for that audience. Some magazines' audiences are a broad spectrum of people with a shared interest in ham radio. They come from all walks of life and have technical knowledge ranging from nearly nothing to leading edge. In addition, ham radio has many specialty areas, so even a longtime ham with significant experience in one area may be a complete "newbie" in another. What this means is that you should not assume that every reader will bring a particular level of prior knowledge to your article's topic. Because of this, you should try to explain all concepts and define all terminology as you write. This will provide a roadmap for the newcomer and assure the old-timer that you know what you're talking about well enough to explain it to someone who doesn't.
Structuring Your Article
While there's no set "formula" for ham magazine articles, there is a certain structure that is followed by most successful writers. It's the same basic outline used by teachers in a classroom: "Tell them what you're going to tell them. Tell them. Tell them what you've told them."
Let's get more specific. First there is a form of introduction. The introduction is some method of defining the objective or problem to be solved by the article. It establishes the need and the method of satisfying the need. This is also where you need to grab the reader's attention, so it's vital to keep this section interesting. Tell a story that shows why the reader should care about the widget you've written about. Think of yourself sitting around a table at a club meeting, telling a group of fellow hams about your trip, construction project, etc. You've got to keep their interest or they'll go listen to the guy at the next table, telling his own story. If you don't "hook" your readers at the beginning of your article, they'll just turn the page and look for another.
The main body of the article develops the theory, construction techniques, the basic "how-to" information, or "how we did it" type of data. Here you relate how the piece of equipment or gadget is built or how you got to some island and set up that extraordinary station. It's the place for anecdotes, hints and kinks, and the personal touches.
The concluding part gives the reader a summation of what was accomplished. In the case of a piece of equipment or gadget, you would include the results you achieved by using it and how the reader can use it if he /she builds it. A DXpedition concludes with the number of contacts, recapping the adventure, possible plans for another one, and finally the ship or plane departing as the sun sinks on the horizon.
Footnotes, addenda, and "thank-you's" tail-end the manuscript. If everyone does their jobs correctly, the reader has an enjoyable experience. He knows "what it feels like" to build the whatever without actually building it, or has taken the trip with you in spirit.
Please pay particular attention to the "flow" of your article. Does it "travel" in a logical progression from beginning to end? Does the article generally follow a chronological sequence? Or do the paragraphs "bounce around," both in terms of topics and time? This is a very common problem. Please double-check your final copy to make sure it flows smoothly, and that you have good transitions between topics. It's always a good idea to have someone else look it over before you send it in. If he or she gets confused or dozes off, you've got more work ahead of you.
The Manuscript
Before you start to write, send the magazine a query outlining your proposed article (e-mail will get the quickest response). That way, you'll know whether there is any interest. Next, be original. You must let the magazine know if you are submitting your article to more than one publication at a time (this is generally considered poor practice, by the way), and as soon as one publication accepts it, you must notify all the others to withdraw it from consideration.
Now, let's move on to the manuscript itself. If you think of the manuscript as a term paper, you won't go wrong in terms of structure. Include a title page. The title page simply has on it the title you have selected, your name and call, and your mailing and e-mail addresses. Leave plenty of space between each.
The main body of the manuscript should be typed (or printed) double-spaced on 8 1/2" x 11" paper. Leave considerable side margins. The margins will serve as work space for the editor should your article be accepted for publication. Be sure to leave plenty of room. If you plan to footnote material, indicate the proper reference number by raising it over the word or phrase that is footnoted (for example, Marconi1).
Spelling and grammar count (just like on a term paper). You won't be graded, but an article that's full of misspelled words or grammatical errors reflects poorly on your credibility. Be sure to spell-check, but don't fully trust the spell-checker. A word that's misspelled into another word won't be caught. Use your eyes, and a dictionary if there's any doubt.
One exception to the term paper analogy: A magazine article should be less formal and more conversational than a term paper. Term papers don't have to be interesting. Magazine articles do (assuming that you actually want people to read them).
Computer File Requirements
Every magazine has specific requirements for submitting text. Many magazines publish this information on their web site. If you are still unsure about format requirements drop the magazine a note.
Articles and columns on disk or via e-mail save a lot of grief for everyone. There's no "re-keying" required, so the editors can't introduce errors in the process. All artwork and photos should be sent as separate files. Never embed the photos or artwork into the article. Leave that up to the editors.
Some Do's and Don'ts
Do number your manuscript pages consecutively, and if you feel ambitious you can also add a key to each page. For example, you could also type in at the top right-hand corner of each page your name and the page number (i.e., Smith, 2).
Do try to avoid (wherever possible) the excessive use of formulas, exotic math, and esoteric references. Unless the article is in the form of a tutorial, the beauty of an equation is strictly in the eye of the writer.
Don't leave holes in your text for insertion of photos and don't embed diagrams at a specific location in the text. The art department will take care of layout.
Don't assume that your manuscript will reach print intact, including the title. Magazines try to present material to their readers in the best light, and will often change the title and rework the text. You may be asked to supply additional materials as well.
Don't be pompous. Fancy words intended to impress generally don't. Stick to clear, straightforward English.
Don't insult your readers. People don't buy magazines to be told how stupid they are. They buy magazines because they want to learn ... and you're the teacher. Do define and explain.
Don't rest on your laurels. If you can write and have written, write some more. People for the most part are innately curious and like to find out what others are doing. Don't keep it a secret.
Do look for interesting topics. If you check the literature and find in the course of a year or so eight articles on logic probes, then it isn't too likely that the world is waiting for the ninth. See what isn't being covered and cover it.
Don't forget to include an SASE with your article with sufficient postage to ensure safe return should your article not be accepted. While an SASE is not mandatory for most magazines, it is a polite consideration. Some authors also tend to include a self-addressed postcard with their manuscript so that the editor can quickly acknowledge the receipt of the article and perhaps inform the author of a quick decision of acceptance. The use of these cards by editors varies; some use them and others don't.
Don't forget your reader. If your article is published, there is the likelihood of your getting mail from readers. The amount of mail will vary from perhaps one or two letters to scores. Try to answer each letter. Most people who read your work will never write telling you whether they feel positive or negative about your article. Don't assume indifference or lack of interest on their part; it's just the way it is. After all, when was the last time you contacted an author?
A Few Notes on Style
When mentioning a ham radio operator by name use the ham's full name (first name last name), a comma, and callsign. An example would be Hiram Maxim, W1AW. On the second reference use the person's last name. One exception to this would be when referring to two hams with the same last name. Use parentheses on first reference, e.g., "George (W4AA) and Martha (K4AA) Washington." The second reference to one of the two people should be by first name, call. This may vary a bit for different publications. While we're on the topic, the words "amateur," "ham" and "ham radio" generally are not capitalized. Exceptions: when referring to the Amateur Radio Service (as in the FCC's rules), with or without the word "service." So you'd capitalize "Amateur Radio came to the rescue once again..." but not "...as area hams helped coordinate evacuations." Never write HAM in all-caps. The term "ham" is neither an abbreviation nor an acronym. Check with each magazine for its specific style.
Photographs
Every publication has standards for the type of photographs they will accept. In general color prints, slides, and digital images are acceptable.
A digital image will be accepted if the resolution is sufficient. Generally speaking, this means using at least a 1.2 megapixel (or greater) camera with the image resolution (sometimes referred to as "image quality") set at maximum. This is usually the setting that allows your camera to store the LEAST number of pictures. For digital images, the resolution must be at least 300 dpi when the image is sized at 4 X 5 inches or larger. Generally speaking, a 1280x960 pixel image will reproduce well in print. For a more detailed explanation on resolution see the chapter on imaging or consult your image-viewing software. It should have a "properties" function that will give you the specifications of any image.
All photos, digital or otherwise, must include captions. Tell the editors (and ultimately the readers) what is going on in the photo, where it was taken and so on. If people are shown prominently in the photographs, you must supply their names and/or call signs. Type photo credit or descriptive information on a piece of paper and tape the paper to the back of the print, or use adhesive-backed notepaper.
If it is a digital image include a list of photographs at the end of the article. Include a caption, the photo credit, and the image file name. Here are a few things not to do.
DO NOT send images captured from Web sites, or scanned from magazines, newspapers, catalogs or other media without obtaining the written permission of the author, Webmaster, company, etc.
DO NOT send prints made on color laser or inkjet printers. The color quality is not sufficient for us to use.
If your camera has a date-stamping function that adds the date automatically to every photograph, TURN IT OFF when shooting photos for possible publication.
DO NOT write on the backs of pictures with felt-tip pens. Most of the time the ink will either "bleed through" or come off on the picture behind it. It is almost impossible to get the ink off. Don't use a ballpoint pen, either. The pressure of the point will mess up the front of the photo. Do write or print descriptions on labels and when you're sure the ink's dry, apply the labels to the backs of the pictures.
Click here for additional advice from Gary Pearce, KN4AQ.
So far we have covered what should be done if you are writing a full length story on some event. Often the story you have to tell is part of a larger event. Here's where you can work with the various magazine columnists or section editors and help fill in the gap. Most magazines will report on Field Day. Yet each magazine will report on a different aspect of the event. For example, every club may go out in a field and set up their equipment. If the Governor of your state visited your site, that's news and supplying information about his visit would be of interest to readers. Another club may have made contact with the International Space Station. This is a different part of the Field Day story. Sometimes a unique photo is enough to catch the editor's eye. Two examples in recent years include a helicopter raising a long wire antenna or solar panels supplying electricity. Often the editors wish they had just one photo to go with the story they are writing. You may have the right picture. A note from one club PIO to the public service editor of a ham magazine said, "I took over 100 Field Day pictures. Would you like them sent to you?" The editor replied that he was looking for a particular photo of a digital station. The club PIO met the editor's need and the photo made it into the article.
Large scale disasters, such as a flood, can prompt many stories. Sometimes a quick e-mail to the public service editor with information on how your group helped out will allow the editor to tell the story of hams providing critical communications in many areas. Remember that there may be a two or three month delay from the time the event happens until it actually appears in the publication. Magazines like to get current information out as soon as possible or while the event may be fresh in someone's mind.
Finally consider placing the editor/columnist on an e-mail list of club happenings. Many editors have club newsletters mailed or e-mailed to them. The information in the club newsletter may provide enough information to have an editor contact you for a story.
Remember that hams want to read about their hobby and there are many ways of telling your story if you take advantage of it.
News Releases and Event Announcements
Most of the major ham magazines run announcements of special events, hamfests, conferences, etc. Be sure to get these in at least three months before your event to be certain of making the deadline for correct issue.
If you are sending out a news release on an event or activity, be sure to include the ham magazines. Follow all the guidelines for releases you'd send to a newspaper or broadcast station.
Getting Double Mileage
Many local newspapers consider it newsworthy when an area resident has an article published in a national or international magazine. If a member of your club has an article in a ham magazine, consider sending a news release to your local paper(s), with the member's permission, of course. This provides you with an opportunity to highlight amateur radio and your member's unique experience or technical expertise. If you can, include a photo and a copy of the article or magazine (with the article marked).
A key means of inviting non-hams to learn more about Amateur Radio is by writing feature articles for non-ham publications. Writing for non-hams is different -and sometimes more difficult - than writing for hams. Here are some tips.
Target your story to the audience
What's unique about the group you're writing for? What facets of Amateur Radio will interest them the most? Fire, police, and similar personnel will naturally be interested in the public service and emergency aspects of amateur radio, but don't forget to mention how much sheer fun it can be, too.
It doesn't have to be "Why you should become a ham." If you're writing to government or public service officials, give them specific examples of how amateurs have served their communities, and tell them how to find hams in their area to set up emergency preparedness teams.
Article Ideas
Here's an easy exercise. Stop for a moment and ask yourself these questions: What profession am I in? What other hobbies do I have besides Amateur Radio? Do I belong to civic or charitable organizations? What family or other activities am I involved in?
Your answers will almost certainly provide the springboard for several articles-ones which will be fun and easy to do because you're already familiar with the subject matter and the audience you're writing for!
Some of those activities will have a natural link to Amateur Radio, such as travel buffs who'd be excited about talking to people in other countries, or businesspeople who are on the road a lot and would enjoy the ability to meet new friends in the cities they visit.
Here are some ideas to get you started:
Teachers. Teachers are always looking for ways to motivate students, so they'd love to hear how you use Amateur Radio in the classroom to let your kids meet people in different areas of the country, to teach world geography, or to practice a foreign language. Parents would be a prospective audience for the same reasons. You can also mention what great after-hours relaxation it is for yourself.
Outdoors enthusiasts/private pilots. Probably very few of these people know about the availability of small, lightweight HF and VHF/UHF Amateur Radios. Lives have been saved because people had such radios with them when they were stranded in a semi-remote area.
Health Care Workers. Do health professionals and volunteers know how Amateur Radio can brighten the day of someone who's homebound or in a nursing home? You can tell them.
History and genealogy buffs. These people can have a marvelous time talking with people in states or countries that hold special interest for them. The same with retirees, especially those living away from their former homes.
Science and technical professionals, and hobbyists. Some professions and hobbies are a natural match with amateur radio. Many engineers could pass the Extra class theory questions with their eyes closed. Amateur astronomers might enjoy Amateur Radio astronomy and professionals can pass the time while a spectrogram is exposing! Computer professionals and hobbyists can contribute their talents to the new world of digital Amateur Radio-as indeed has already happened.
Those are just a few ideas for members of professions and hobbies that seem to have a natural link with Amateur Radio. But what about the ones that don't? Does that mean those people wouldn't be interested? Of course not; you're in some of those groups and you're a ham, right? Maybe there's a link that isn't obvious. Look around your club. Is there an unusually high number of members from any particular non-technical field, such as law? If so, look at journals in that field that may be interested in profiles of group members' outside activities.
Do's and Don'ts
Do communicate the excitement of the hobby-and try to target this for your audience. For instance, technical professionals might be amazed to learn that we're using sophisticated digital techniques, and that we have our own satellites. Liven up your article with direct quotes from people in their own profession/hobby who are excited about Amateur Radio.
Do give a "call to action." Tell your readers how they can find out more; e.g., give the ARRL HQ address, or a local contact if you're writing for a local publication.
Don't go into details that are inappropriate for your audience. Talking about the Amateur Radio implementation of the ARPA Internet protocol suite would be fine in Computer Networking magazine, but not in Astronomy Today. (But do tell the astronomers about Amateur Radio astronomy!)
Don't get defensive about the common public confusion between Amateur Radio and citizens' band. A brief, unemotional, informative statement is okay, such as: "Amateur radio offers more privileges than other public radio services, such as citizens band or the Family Radio Service. In return, we're required to take a test and obtain a license from the Federal Communications Commission."
Target your story to the magazine
Get familiar with the magazine(s) to which you want to submit your article. Here are some questions to think about as you read them:
How long are the articles?
One page? Two? Four or more? It will probably vary, and may be quite flexible. There may be a section that's perfect for your article-such as "First Person" or "In My Off Hours"-that's always a certain length; if so, make sure you write to that length.
From what viewpoint are they written?
Is everything in third person, or does the magazine seem to run a mix of third person and first person articles? First person can be fun because you can write directly from your own experience, but be sure to include interesting anecdotes from other hams in the same profession/hobby. Second person is good for "you-yes, you!--can do this and have fun" articles. For third person, you simply describe your interviewees' activities.
Do they include photographs?
If so, figure out a way to get some-and make sure they're of good quality. Does the magazine use black and white, color, or both? Black-and-white-photos should be printed on glossy (not matte) stock, have borders, and be at least 5x7 inches in size (preferably 8xl0). Make sure the picture has good contrast. For color, slides, prints or high-quality digital images are acceptable at most magazines. Check writer's guidelines (see below) or ask the editors for each magazine's preference. Whatever media you use, make sure the picture is clearly focused and not "busy" with too much in it. If possible, crop out any distractions on the edges before submitting it.
Does the editor expect a query letter first?
A query letter is a proposal to a magazine for a story. Commercial magazines almost always want them, but professional and hobby magazines often have looser policies. If you aren't sure, you could go ahead and send one, or check the magazine's listing in the annual Writer's Market.
Does the magazine have writer's guidelines?
Again, the type of magazine we're discussing here may not have such a beast, but it's polite to ask. These guidelines (usually just a couple of typewritten pages) will include formatting requirements for submissions, and often include hints on the style preferred by the magazine.
How to make professional submissions
Your mother was right: neatness counts. Make sure your article is professional in appearance. Double space, and use wide margins (at least one inch on all sides). Either use a typewriter with a fresh ribbon, or a computer with a laser or high-quality inkjet printer. Good-quality photocopies are fine. Many magazines today prefer submissions on a floppy disk (with hard copy attached) or via e-mail. Again, check with the magazine.
Put your name, address and daytime phone number at the top of the first page, center the title about a third of the way down, then leave a few lines before beginning the actual article. On subsequent pages, include the page number, article title, and your name.
Don't try to do your own layout or embed photos in the text. The magazine will only redo your layout in its own style.
Write a cover letter. This doesn't have to be fancy. Just write a concise, professional letter that briefly explains your article.
Include return postage and envelope. If you don't want your manuscript returned, mention that in your cover letter and forget the postage. If you do want it back, send a self-addressed, stamped envelope (business-size for short articles, 9xI2 for thicker ones).
Copyrights. What you write is yours. When you submit an article to a publication, it's generally assumed that they will have only one-time rights to use it. However, this a complex subject, so if you're concerned about it, read the section on rights in Writer's Market or some other good freelancers' book.
Personality Plus
Your article doesn't have to be a "hard sell piece" on newspapers are looking for personality pieces-and heaven knows, there are plenty of personalities in Amateur Radio!
How about your coworker who recently won recognition for her help with public-service and disaster-relief communications? What about the seemingly ordinary doctor in your local medical association whose idea of a fun vacation is dragging a few hundred pounds of radio equipment halfway around the world for a DXpedition? And don't forget the high-school student whose interest in Amateur Radio helped earn him a college scholarship. Try local sports figures, newscasters, and other celebrities. With 400,000 hams in the United States alone, there are a lot of fascinating stories out there just waiting to be written.
The point is that there are innumerable angles you can use to make Amateur Radio interesting to all sorts of people. Let your mind explore the possibilities, and you should have enough article ideas to keep you going for a long, long time!
