Top 5 Tips for Hosting a Successful News Conference
Are you thinking about holding a news conference to inform the public about something your business is expected to be involved in? Will it be your first one? If so, I may be able to help. As a former public relations specialist, I have some experience in hosting successful news conferences. With that said, here are my top five tips for hosting one:
Be Aware of Requirements
First, be aware of the media’s requirements. Factors to take into consideration are your location’s acoustics, availability of electrical outlets, lighting capabilities and accessibility. You’ll also want to schedule the press conference based on the media’s schedule. For example, if you know that a newspaper’s deadline is at 3 p.m., make sure that you schedule the press conference in the morning. That way, the reporter will have ample time to prepare everything that he needs in order to compile the story prior to his deadline.
Be Prepared
Second, make sure that you come prepared. For instance, you will want to make sure that you have enough press kits on hand to accommodate everyone in attendance. You’ll also want to have back-up press kits available for members of the media that were unable to attend the news conference in person.
Speaking of press kits, they should be organized, targeted and comprehensive. Items to include in the kits are bulleted fact sheets, videos and photos with the corresponding release and credit information.
Keep it Brief
Third, remember to keep your press conferences brief and to the point. Based on my experience, I’d recommend that you keep your announcement under 15 minutes. That way, you’re less likely to lose your audience’s attention. It is also a good idea to allow for a question and answer session afterward. Doing so allows the reporters a chance to obtain additional information that they may need in order to put their own unique spin on the story.
Fourth, be hospitable. After all, one of your firm’s goals should be to foster an enduring, positive and working relationship with the media. I have found that one of the best ways to do that is to anticipate and accommodate your audience’s needs. For example, when I held press conferences I would provide refreshments and reserved parking to reporters. I also made it a point to have well-trained and knowledgeable greeters present to assist them as needed.
Be Prompt
Fifth, make sure that you promptly handle any and all requests from the media. That includes returning follow-up phone calls and being honest about when you’ll be able to answer their questions. Otherwise, they are apt to lose interest and move on to other more pressing news than yours.
Source: Personal Experience
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