A press conference is a way to get media attention and it can be quite a challenge to plan for. There may be members of the media who might be too eager to get closer and ask questions to the speakers or business executives. Proper planning is a must for press conferences, so we can keep both the media and the executives happy and satisfied.
Press conferences are usually held when a simple press release or an email cannot do. Sometimes a company calls for a press conference when it wants to release a fresh new idea or product. Press conferences normally take about 30-45 minutes only since reports have hectic schedules.
Here are 5 elements that should be present at a press conference
Theme. For a press conference to be successful, event managers should determine the theme. Purposes of press conferences may vary. It may be to promote products, apologize for actions, launch new marketing campaigns, or simply just to inform an audience or the public.
Day and Time. It is important to know the right day and time to hold a press conference. Usually, Tuesday and Thursday afternoons are the best time to hold such event. Mondays, Fridays and evenings are not the best choices for you to conduct a press conference. Also, check any schedules of other press conferences so you can avoid any conflict.
Venue. The location for the press conference should be very easy to reach, somewhere not too far for reporters to get to, and should have access to parking. Members of the media and journalists are usually on-the- go and would want to spend just a few minutes looking for a parking spot. Also, choose a place that is appropriate for the mood of the event. The venue should be somewhat related to the topic for the press conference. And make sure to choose a venue with minimal or no background noise.
Marketing. Make sure you target the type of audience and journalists that you want for this press conference and notify them through a press release, media ads, emails, and other forms of communication. There are different members of the media that you can invite to this type of event. You can invite freelance reporters who write for publications weekly or bi-weekly, or you can target journalists who work with publications monthly. You can also look for reporters who are experts in a specific line or area of business, for example, if you are trying to hold a press conference that is music- oriented, look for journalists that cover this line of business.
Speakers. Your speakers for the press conference should be of high reputation, someone who is credible and with lots of charisma. You can choose about 2 up to 4 keynote speakers. Their speeches and presentations should not rival each other. One speaker can do the welcoming and introduction, another can present what the main topic is, and another one can relate the main topic to common interests. Audio-visual materials are very helpful since this will give members of the media something they can use to write about.
With events like these, there may be instances that there will a difference in opinions, possible dissimilarities and disputes may happen especially in a heated press conference. To avoid any chaos or any untoward incident during the press conference, you can hire people for crowd control. For press
conferences that include Question & Answer sessions, an impartial moderator must be present to facilitate everything.
Press conferences may be quite a challenge for event managers, but as long as you plan the event
thoroughly, you can be sure that the event will be a success.