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Just because a service is free does not mean it’s right for your promotional needs.

Promotion is the name of the game in music today. As consumers spend less and less on physical media with each passing year, the need to promote music in a way that resonates with influencers and industry gatekeepers enough to produce coverage is greater than ever. The challenge of accomplishing this has never been harder either, as the competition for coverage has grown as quickly as consumers’ attention spans have diminished.

The good news is, there have never been more avenues for music promotion and conversation. From traditional publications and music blogs to YouTube critics, playlist curators, Twitter feeds dedicated to music discussion, Instagram pages curating beautiful scenes from concerts, and countless other digital avenues, the paths to exposure in the modern age are limitless.

Getting the attention of influencers, radio, and journalists is where the battle for exposure begins. Fan support can go a long way, and it can certainly make an impact on the decision of these so-called gatekeepers to cover your music, but there remains a great value in getting exposure from people and companies that lie outside your already established circle of supporters.

Companies like Soundcloud and Dropbox are among the numerous platforms offering free or low-cost streaming and sharing of music. These services also offer private streams, which are usually protected by secret access links, as well as the ability to share that same material with the public if the artist desires to do so. The ease of access and friendly price point has made both, as well as their competitor Box, popular, but for artists and the people who represent them the benefits of using such services very minimal.

That is why most artists who succeed today, as well as labels who continue to thrive, rely on promotional distribution platforms such as Haulix to share new and upcoming releases. Haulix and its competitors match the offerings of Soundcloud or Dropbox, but they also give (much) more power and insight to artists and their teams.

Using Haulix as an example, here are just a few tools the service offers that free and low-cost streaming platforms do not:

Customizable landing pages complete with numerous branding opportunities.

Customizable messaging with branding opportunities.

Contact upload and contact list management.

In-depth analytics that reveals who is engaging with your music, how often they listen, and what songs are getting the most attention.

Sub-administrator accounts that allow for team interaction and company organization.

The two biggest advantages Haulix users have over those who choose to use Soundcloud or Dropbox is their ability to brand and to track individual user engagement. Soundcloud may tell you how many plays a song has, but how do you know who on your massive mailing list has been listening? Dropbox may make downloading material a breeze, but how can you showcase your brand and build name recognition when every download screen looks exactly the same?

Here’s a Haulix promo, which as you can see reinforces the artist’s name and the title of their record while conveying the aesthetic of the material.

Haulix is trusted by artists at every level of the music business to do everything from attracting press coverage to securing management, enticing promoters, developing material while members are recording in different locations, and more. You can find a list of clients currently relying on the system, including Chance The Rapper and Metallica, by visiting their official website.

As any music blogger will tell you, the quality of pitches sent from aspiring artists and PR professionals often run the gamut from eye-poppingly gorgeous to outright embarrassing. Some arrive as brilliantly designed emails with photos and color to spare, while others are simple one or two paragraph emails that highlight a few recording details. What makes one blogger click a link others might overlook is something we don’t really have time to get into, as the possibilities are quite limitless, but there are ways to hedge your bets. If you keep a few key things in mind when crafting your outreach to the press your chance of getting noticed will be as high as anyone else, leaving it to your music to do the rest.

1. Know who you are talking to

This one may sound obvious, but as a guy named James who has received emails addressed to everyone from Sean, to Beth, David, Matthew, and even Topher, I would argue it’s something too many take for granted. The importance of knowing who you are talking to in a pitch and gearing the conversation towards them cannot be overstated. If I see an email addressed to anyone other than myself I immediately send that message to my trash. It’s not for me, and if it was the person sending it didn’t both to double check the one line where they address me directly, so why give it my time?

You also need to remember that many writers are as younger, meaning they don’t necessarily prefer to be addressed as ‘Mister’ or ‘Miss.’ In fact, I haven’t encountered a single music journalist at any age that people refer to as Mr, Mrs, or Ms _________. Learn the first name of your contact and use it whenever possible. Be personable. It makes you, and your music, come across better.

2. Make sure the person you’re writing covers your style of music

I have never been associated with a site that regularly covers dance music or black metal, but every day without fail I receive a number of press releases trying to sell me on those genres’ latest talent. There are things I admittedly spin out of curiosity, but the vast majority of these release go directly to the trash bin. I have enough talent to engage and cover without wasting time on material that fall outside the coverage area of the sites who accept my work. You or your client may be talented, but I simply have no way to help you, so don’t waste your time or mine with an unnecessary pitch.

3. Read the submission guidelines

Most, not all, music blogs have some form of submissions guidelines buried on their site. Do your research before submitting your music to ensure your pitch has the best chance of being considered for coverage.

4. Always keep it simple

Everyone in music is busy. It doesn’t matter what day of the week you reach out, or what time of day your email is read, the person on the receiving end will always have a million tiny tasks awaiting their attention, including several other hopefuls such as yourself. Play into their lack of free time by finding concise and exciting ways to sell yourself. Long emails are only read in full when the recipient has a deeply vested interest in what is being conveyed. That is rarely, if ever, the case with reading new music submissions. Keep it simple and keep it fun. Tell who you are, what you create/represent, and where that art can be found. If you have something new you are trying to bring attention to, highlight that in its own short paragraph, along with any related links/embed codes.

5. Be respectful

Knowing the blogger’s name and the kind of content found on their site is one thing, but you can win over a writer much faster if you also show a true appreciation for their work. Comment on specific articles you enjoyed, or mention topics you know they have covered in the past. Bloggers, like anyone else, love to know their work is actually being enjoyed. Tell them.

6. Provide the blogger with everything the need to create a post

As noted above, time is of the essence when it comes to music blogging, so any pitch you send should provide the recipient with everything they need to cover your music. Building a relationship is important as well, but when it comes to actually getting featured on a site you can help yourself quite a bit by providing bloggers with any and everything they could need up front. This means providing everything from details behind an LP/EP (studio name, producer), to store links, tour dates, social links, and – most important off all – a proper promotional photo. Writers don’t have time to scour social networks for the most recent professional-looking image of your band. Do the work for them and they will love you all the more for your effort.

7. Don’t spam people

As you build a list of blogger contacts it will be increasingly tempting to blast every single email you find with the same promotional messaging, but believe me when I say doing so will win you no friends. Promotional messaging should only be directed to people who have covered your talent before, as well as those who have experienced any interest in covering that particular artist or release moving forward. Not every site will work for every piece of news and information you develop, so be smart about who receives what and you will have a much easier time maintaining strong relationships with those in the industry.

James Shotwell is the Marketing Coordinator for Haulix. He is also a professional entertainment critic, covering both film and music, as well as the co-founder of Antique Records. Feel free to tell him you love or hate the article above by connecting with him on Twitter. Bonus points if you introduce yourself by sharing your favorite Simpsons character.