Respect the Schedule: Start and Finish Your Event on Time
Proceed with the plan of holding the press conference according to the schedule using a professional executive group.
Whenever I have a plan to execute, I personally start on time, and if an item is not ready, either it will be removed or I try to do it in another time.
The more you respect time, the better feedback you receive. Consequently, your guest will be more satisfied about the way the conference is held.
If you have a VIP guest who will be late for the event, you should not disarrange the event's schedule; rather, you should keep going as planned and proceed rest of the event with your VIP guest immediately as he/she arrives. Important officials are usually engaged in working and may not be able to attend the event on time. In such cases, you should avoid overriding your entire event and consider respecting the majority as your highest priority. Even if I have a minister or a senator or any other person as my VIP guest, I personally won't wait on them and will start my plan as scheduled. Albeit, in Canadian versions of my job, there are always individuals of such levels attending my events and I have always maintained my schedule.
Don’t think about who might be offended by such action because everybody will eventually be contented about how orderly and organized you have been and how much you have stuck to the schedule.
Start your task right on time and finish it up right on time, as well.
As a skilled manager and seasoned planner, you must consider the possibility of moving things around in the schedule. For example, something may go wrong when a video is playing, or a speechmaker may be a no-show. In such cases, you must be able to move things around in the schedule.
Speeches must be very brief and relevant to the topic of the session.
Have a list of events scheduled on the day of the conference, mark them as checked and go through the job step by step.