Journalists really appreciate participating in press conferences, as they provide the opportunity to receive the most relevant information first hand. They are attended by representatives of large companies, popular persons. There is an opportunity to draw attention to a problem, introduce a new type of service, tell about the successes that the company has achieved. After all, a press conference is a central event at which many important issues and tasks are being addressed. Therefore, it is important to know how to organize the event.
Large organizations interested in objective coverage of their activities in the media draw up a plan in advance for the frequency of press conferences. In addition, the frequency of such events indicates confidence in the press and can create a sense of stability. Medium-sized organizations should determine for themselves what will be best for them. Most often, journalists are invited every month or quarterly.
Having considered the main topic of the event (a story about the situation on the market, presentation of new company services, analysis of activity for the quarter), it is necessary to formulate it concisely. It should sound so as to draw attention to the upcoming press conference.
It is advisable that the press conference does not coincide with district, city events or major events that can distract a significant portion of journalists. The optimal time for a press conference will be the middle of the week, no later than four in the afternoon. It is also undesirable for your event to coincide with a similar one that will be held by the authorities.
Choosing a place where a press conference is planned, one should proceed from the organization’s capabilities. The room must necessarily be spacious enough to accommodate at least twenty people, but, on the other hand, there should not be much free space so as not to create a sense of insignificance of the event. You should pay attention to whether there are microphones in the hall, and if necessary, take care of the presence of projection screens. If television journalists are invited, they need to provide free space for the television cameras.
In order for the preparation and holding of the press conference to be held at a high level, it is necessary to compile a list of mass media whose representatives will participate in the event. Two weeks before the conference, press releases are sent out to journalists, as well as invitations containing the theme of the event, the name of the journalist, the date and venue. If the address is on a little-known street, it is better to provide an invitation with a traffic diagram. On the eve of the event, to clarify the number of guests, journalists need to call. After all, they may forget about the invitation or not receive a press release.
Before the conference starts, participants are registered. Later, the host of the event receives a list of invited journalists. To hold a press conference created an atmosphere of hospitality, you need to take care of the tables for journalists, on which should be placed the names of the media.
Special presentation packages containing “handouts” are prepared for journalists, which include a press release, a list of speakers at the press conference, and promotional and advertising materials.
The spokesperson who is hosting the press conference opens the event, announces its topic, then introduces the people who give the press conference. Also, his duties include monitoring the regulations. A spokesperson must be able to engage in dialogue. When a hitch occurs in a conversation, he must fill in the pause that appears.
On the table, at which the persons giving the press conference are seated, it is necessary to place signs with their names and position. For events designed for a long time, a break for a coffee break, a visit to the toilet and smoking rooms should be provided.