Holding a Press Conference for a Major Event
A press conference is usually held before an event in case of major or important events with sensitive topics. Various media and reporters are invited to attend and ask the organizers possible questions, such as the goal and audiences of the event and how it is being held. Afterwards, reporters provide news coverage of the gathered information and convey the event's news to people. Then the reporters present attend the event and release post-event reports. A press conference can be held live, or recorded and reported later.
Don't hold a press conference for any kind of event. The news you announce must be important enough and have news value to grab the media's attention. Otherwise, release it in the form of a press release.
Consider an appropriate time when reporters and journalists can attend, and pay attention to holidays and special occasions. The hour of an important football match is not a proper time, because the media's attention is focused on the match, and the match will be the first headline on all media.
Consider a proper place in terms of space and access. If you have a suitable place in your company, hold it there, comfortable and well lit. Estimate the cost based on reception, venue resources and guest invitations, and allocate an adequate budget.
In the invitation, announce the topic and schedule, and give a brief account of the event. Send it at the right time, set a deadline for RSVP, and remind them through phone calls as well. Plan the refreshments, and prepare an ID card or chest badge for each guest, with the schedule printed on the back.
Rehearse before the conference and review everything with the host and speechmakers. Attend other conferences to see what may affect the plan adversely, and prepare a contingency plan. Prepare print products, electrical outlets, Internet facility, and a proper place for photographers and reporters. Stick to the schedule, and start right on time even if important guests arrive late. On the day, list the activities in chronological order and put a checkmark on each one after you are done.