Here are 10 steps to organizing a professional press conference (Part 2)

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

Apply for a license to hold a press conference

This is an extremely important step in the press conference process. At many press conferences, because of forgetting to apply for permits led to the cancellation of the event even though the timing of the event was close.

Documents and procedures for applying for a license to hold a press conference include:

• The application for permission to hold the press conference includes purpose, time, venue, content, presenter/chair (full name, title), guest audience.

• Documents related to the purpose, the content of the press conference (scripts, promotions, performance permits,...)

• Copy of business registration certificate (notarized)

• Event venue rental contract.

Script for the press conference

The theme and content of the press conference are the factors to attract guests and press units to the event. If the topic is an urgent issue, is concerned by the public, or the content has many unique and impressive elements, sometimes without an invitation, the press will also seek to your press conference.

Depending on the requirements of the organizer, the script of the press conference will be written accordingly. However, a script should include the following:

• General scenario: Including main contents, time, personnel in charge.

• MC script.

• Sound and light scenarios: this is a detailed scenario for related departments to easily follow and coordinate while running the event.

Setup the press conference

The event setup is usually done 1-2 days before the event time. Setting up the venue and reviewing before the press conference will help you detect problems in time to have appropriate handling plans. In the review process, it is important to note a number of important issues including:

• Check the sound and lighting system: Is the sound and lighting system stable, the power output is suitable, the entire event space when screened has met the requirements or not?

• Check security and safety systems: Set up a security unit to control access, check fire alarms, building fire protection, etc.

• Check documents, equipment: press releases, videos, access cards, nameplates, gifts,...

• Discuss with MC, speakers: The focus should be emphasized, pay attention to the lecture time to ensure the duration of the program, the dexterity of answering difficult questions or solving problems.

• Work with event staff such as PG, receptionist,...

Conduct press conference

Before the press conference starts, it is necessary to check the equipment, tools, venue as well as personnel for the event. Previously, the members of the organizers needed to meet again to agree on the things to do for each department.

Check-in and welcome guests are one of the parts to pay attention to when organizing a press conference, at this time the PG is responsible for welcoming guests and guiding guests to check-in procedures. The members and personnel assigned work need to complete the tasks according to the plan and timeline set out, and have the flexibility and support each other when there is an issue that needs to be resolved.

Review the conference, summarize the content after the press conference

In the last step in the press conference process, the organizers need to conduct the meeting, evaluate the results as well as learn from experience after the event. Some of the content to be included in the event review meeting are as follows:

• Evaluate the press conference organization.

• Subscribe to broadcast schedule, post news to aggregate, and inform stakeholders to follow.

• Evaluate the effectiveness of the press conference agenda based on your original organizational goals.

• Learn from experience for the next press conference events.

Due to the length of the article, the previous part Here are 10 steps to organizing a professional press conference (Part 1) will be presented in the previous post. That’s 10 steps to organizing a professional press conference (Part 2). 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.

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