Press conferences are an important component of the PR activities of any company. Thanks to them, the media and the interested public can receive up-to-date information literally at first hand from the official representatives of a particular organization, and the management of companies can state their position on the issues most significant to them. But in order for the press conference to bring really good results, it must be properly organized.
Instructions
Step 1
If you are tasked with organizing and holding a press conference, first of all, determine what goal you want to achieve: tell about any success of your company, draw public attention to some problem, present a certain public person in a winning light, etc. P. Then choose a place and time for the press conference. Keep in mind that these activities are best done in the middle of the work week (Tuesday-Wednesday-Thursday) in the morning or afternoon, but no later than 4 pm.
Step 2
Choose a place for holding a press conference based on the organizational capabilities of your company and the number of planned invitees. Please note that sufficient seating is required for members of the press. Make sure in advance that there are microphones in the room, projection screens (if necessary) and free space for installing cameras.
Step 3
Make a list of media and organizations whose representatives you would like to see at your event. Prepare and send out press releases and invitations at least two weeks before your scheduled event. It is advisable, after sending out invitations, to personally call the addressees and find out about their decision to attend or not to attend the press conference. Thus, you will not only specify the number of future guests, but also additionally remind about your event if people forgot about it or did not receive your press release.
Step 4
Prepare the necessary presentation materials for all future press conference participants. A participant's kit usually includes a copy of the press release, a list of officials who will speak at the press conference with their full names and positions, an agenda (order and topics of speeches), advertising and promotional materials. It looks much better if all presentation materials for each participant are designed as a single set in a corporate folder with the organization's logo.
Step 5
If you are planning to introduce accreditation for participants, inform them in advance about this and tell them what data you need for it (name, position, passport details, etc.). Prepare in advance name badges for all participants and cards to be placed on the tables indicating the names and titles for the speakers. If the press conference is planned for a long enough time, make sure that the conditions for its participants are comfortable: a buffet with drinks and snacks, smoking rooms and restrooms, schedule time for rest breaks.
Step 6
After the press conference, be sure to contact the editorial offices of the media attending and ask about the materials made as a result of it. Ask for copies of publications if not previously agreed.
