Conducting a press conference: the basic rules

Journalists very much appreciate participation in press conferences, as they provide an opportunity to receive the most relevant information first-hand. They are attended by representatives of large firms, popular persons. There is an opportunity to draw attention to any problem, to present a new type of services, to tell about the successes that the company has achieved. After all, a press conference is a central event at which many important issues and tasks are being addressed. Therefore, it is important to know how to organize the event correctly.

Large organizations that are interested in objective coverage in the media of their activities, in advance make a plan for the frequency of press conferences. In addition, the frequency of such events speaks of trust in the press and can create a sense of stability. Medium organizations must determine for themselves what will be optimal for them. Journalists are often invited every month or quarterly.

Having thought over the main theme of the event (the story about the situation on the market, the presentation of new services of the company, the analysis of activities for the quarter), it is necessary to formulate it in a capacious manner. It should sound so as to draw attention to the upcoming press conference.

It is desirable that the holding of a press conference does not coincide with regional, city events or major events that can distract a significant part of journalists. The optimal time for holding a press conference will be the middle of the week, no later than four in the afternoon. It is also undesirable that your event coincides with the one that will be held by the authorities.

When choosing a place where a press conference is planned, one should proceed from the organization's possibilities. The room must necessarily be spacious enough to accommodate at least twenty people, but, on the other hand, there should not be a lot of free space, so as not to create a sense of insignificance of the event. You should pay attention to whether there are microphones in the room, if necessary, take care of the presence of projection screens. If journalists are invited from television, they need to provide a free place to host television cameras.

To prepare and hold a press conference were held at a high level, it is necessary to compile a list of media outlets whose representatives will participate in the event. Two weeks before the scheduled conference, journalists are sent press releases, as well as invitations, which contain the theme of the event, the name of the journalist, the date and venue. If the address is on a little-known street, it is better to provide an invitation with a traffic scheme. On the eve of the event, to clarify the number of guests, journalists need to call. After all, they can forget about the invitation or not receive a press release.

Before the beginning of the conference, participants are registered. The list of invited journalists is later received by the host of the event. To hold a press conference Created an atmosphere of hospitality, you need to take care of the tables for journalists, on which to put the names of the media.

For journalists, they prepare special presentation packages containing "handouts", which include a press release, a list of people at the press conference, promotional and promotional materials.

The press secretary, who holds the press conference, opens the event, announces its topic, then presents the people who give the press conference. Also, his duties include monitoring the regulations. The press secretary must be able to conduct a dialogue. He must fill in the pause when a conversation occurs.

On the table, behind which sit the persons giving the press conference, it is necessary to place plaques with their names and occupied position. For events designed for a long time, you should provide a break for a coffee break, a visit to the toilet and smoking rooms.