Step 2: Choose a venue – try to choose a location that is fairly centrally located with sufficient parking or easy access to public transport. Provide a map location to ensure no one gets lost getting there. Arrange with the venue for refreshments/F&B

Step 3: Invite the Media & Guests – send a Press Conference advisory to all the media outlets you want to invite. Two days prior to the event, make calls to all those who confirmed, just as a gentle reminder. Along with the media you may want to invite other guest attendees from the company or relevant industry

Step 4: Confirm AV facilities – ensure the venue has audio-video equipment that is in excellent working order. Don’t forget to test the equipment including cordless mics, clip-on mics, podium mics, built-in screens, etc. well before the event date and insist on having the venues’ AV expert at the event in case of last-minute glitches

Step 5: Appoint a Moderator/MC – having an effective Moderator or Master of Ceremonies (MC) will help in introducing speakers, fielding questions from journalists and bringing the room to order, if required and finally closing the event

Step 6: Test Internet – having a good internet connection should be standard at any good venue. This will not only help the media send details of the Press Conference back to their office immediately but it may allow them to livestream to their channel

Step 7: Media Kits – in the past, printing a file full of documents was the way this was done. Currently it would be a better, eco-friendly option to have all this info handed out on a data stick. To make it easier for you, you’ll find the list of what should be in the media kit at the end of this blog

Step 8: Branding – avoid a bland, blank background and make sure you arrange for branding so that the company name is clearly visible in all photos. Whether it is a large backdrop or roll-up stands, there should be no doubt of which company is holding the Press Conference

Step 9: Make a Checklist – as with any event, making a checklist will save you tears later so do it! You don’t want to forget the little things like the table cards, name badges, branding items, sign in sheet for the media, etc.

Step 10: Arrange for a welcome desk – You don’t want people just wandering in and not being felt welcomed. Arrange for one or two of your team to be at the welcome desk to log in which media outlets sent their reporter and to have your team on hand to answer any basic queries

Step 11: Check the Set-Up – get to the venue early and ensure everything is set-up as required with a long table at the front with clearly visible name cards, enough space for the photographer to set up their camera stands and evenly spaced-out seating for the media. Do a final AV check and arrange for any minor fixes before the client and media arrive

Step 12: Stay alert – after the ‘speeches’, the floor will be opened to the media for Q&A so keep track of the questions along with which media outlet asked it.