Holding a Press Conference

Press conferences can be a great way to announce any big news you have, and an excellent promotional tool. There is however, more to it than just coming up with a time and date. Here are some tips on holding a press conference…

* Before anything else is done, ensure you have a topic which is newsworthy, and of interest to the general public. If not, there is little reason for the media to attend.
* Before you decide on a date and time, check that it doesn’t conflict with any other event which any draw attention away from yours
* Once you have decided on the time and location, ensure the media has all the details, including your contact details. Make sure there is no confusion in how to reach the location.
* Allow enough lead time for organisation. You will need to write a press release, decide who you would like to contact, and which media outlets may be interested in covering what you have to say. Include the reason for the conference in the Press Release, and make sure your copy is compelling enough to make people want to attend, and also that the interest is beyond your own business, and how it will impact on the wider community. Make follow up calls after issuing the release, to see if there is anything further they need, such as further information, etc.
* Use existing relationships within the media
* Allow time to book interviews. You can make these in advance, to interview key people on the day.
* Make up a press kit to hand out after the event, including history, biographies, relevant photos which can be reproduced, and also the Press Release.
* Before the event, make sure you brief any speakers which you have, and ensure they know the message that they are supposed to be communicating. You can provide the media with a list of speakers if applicable, to ensure that all names are written correctly.
* Practice beforehand. Be well prepared and have enough seating for all attendees. Remember to test the microphones, sound system and lights in advance.
* Greet reporters as they arrive and make sure the conference runs to time. Allow time at the end for questions, but not too much time- be aware that it needs to start and end within a reasonable time frame for the benefit of all those that attend.
* Find out when the story will run, and see if there is anything further you need to provide, to assist them with their preparation. Ensure everyone has a press kit and your contact details upon completion.
* The following day, send thank you notes to all attendees. This not only serves to thank them, but to keep good relationships for next time.

Please let us know of any other tips you have, and best of luck!

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