Here are 10 steps to organizing a professional press conference (Part 1)

Holding a press conference is not as difficult and complicated as you might think. In this article, let's explore the 10 steps to organizing a professional press conference with VietnamEvents.

Nowadays, press conferences are a very popular means of communication used by businesses to provide information to press and radio units. From a new product launch, presenting information about a project, or dealing with a media incident all require holding press conferences. Here are the steps for organizing a detailed press conference.

• Determine the requirements of the press conference

• Choose the time and set duration for the press conference

• Choose the event organizer and supplier for your press conference

• Select and survey the venue to organize your press conference

• Make a list of guests, news agencies and send invitations

• Apply for a license to hold a press conference

• Script for the press conference

• Setup the press conference

• Conduct press conference 

• Review the conference, summarize the content after the press conference

Determine the requirements of the press conference

This is the first step in any event planning process, whether it's a press conference, opening ceremony, or year-end party. At this step, the organizer needs to determine the requirements of the press conference.

These requirements are established based on the goals and objectives set out. Determining the right requirements when organizing the press conference will help you choose the right theme and concept for the conference. The purpose and objectives of the press conference should be clearly defined. The clearer and more detailed the goal is, the more you can easily measure the effectiveness of the event after the event ends.

The goal should be factors that are statistically such as the number of news agencies attended, the number of articles published, the number of target customers reached during the press conference,...

Choose the time and set duration for the press conference

Unlike other normal events that usually take place in the evening or on weekends, press conference events are usually held in the morning, avoiding evenings or public holidays, New Year holidays. The reason is that if the event takes place in the morning, the press agencies can publish the news on the same day after the event ends, which will ensure topicality, hot news about the event. 

In the process of building the press conference organization process, do not forget to define the duration. The duration should not be too long, leading to rambling and boring and tired for guests. On the contrary, it should not be too short so that the attendees cannot capture all of the content and the message of the event to convey. The best time for a press conference should be between 90 and 120 minutes.

Choose the event organizer and supplier for your press conference

At this step, depending on the scale of the event, you can choose to organize yourself or organize it through the event agency. Usually, for the type of press conference, especially related to business activities, businesses often coordinate with the event organizer to optimize resources and minimize risks. The next steps will be planned and proposed by the event organizer.

If you choose to organize yourself, at this step, the organizing team will outline the plan as well as list the providers for the event. Event suppliers include sound, lighting, F&B, restaurant, hotel,...

VietnamEvents is proud to bring you full service of organizing press conferences with the best quality. 

Select and survey the venue to organize your press conference

The venue for the press conference, first of all, needs to meet the requirements of space, operational conditions for reporters, videographers, photographers,... Besides, lighting elements, as well as audio equipment, also ensure correct technical standards. The venue should be thoroughly surveyed before selecting it.

Commonly, the venue for the press conference is chosen by many organizations as conference rooms at hotels, conference centers are fully equipped, easy to find a location with luxurious space. It is important and spacious to be built according to standards to meet professional qualifications in filming, interviewing,... It is advisable to avoid selecting outdoor press conference venues because of the complexity in the setup process of operating equipment and affect recording quality.

However, with some special events such as movie launch press conference, MV,... the venue can be changed to suit the most suitable, maybe theaters, cinemas,…

With many years in the event industry, VietnamEvents have cooperation with many reputable and luxury hotels that’s suitable for organizing press conferences. 

Read more: Organizing video conferences in the luxury meeting rooms in Hanoi

Make a list of guests, news agencies and send invitations

Means of the media should be considered and selected to suit the field of activity and communication purposes of the business. After closing the list of the number of press agencies and guests, the business will start sending press releases and invitations. Don't forget to confirm to know the exact number of people who attended the event.

Since all event attendees are media-related or influential people, every invitation sent out should be solemn, polite, and sincere. The invitation content should contain all important information: the topic of the press conference program, the time of the event, the venue of the event, the main characters participating in the press conference ...

Before the press conference one day, you should contact the press agencies and guests to confirm their presence in the event and have appropriate backup plans. That is an indispensable job in the process of organizing the press conference of professional event companies.

Due to the length of the article, the next part Here are 10 steps to organizing a professional press conference (Part 2) will be presented in the next post. That’s 10 steps to organizing a professional press conference (Part 1). Thanks for reading. If you are looking for an event agency for your coming press conference, please contact us via website VietnamEvents or +84.918.640.988.