Press conference planning process

Press conferencesPlanning process

1. Determination of the date, venue, news points, etc. Of the press conference. Attention: to promote its own outreach, in line with the desired date of the event, by tapping news spots, creating news effects and avoiding collisions with major news events. This step should be completed 20 days in advance of the official press conference, at the latest 15 days, and the venue should be scheduled prior to the issuance of the invitation, which would otherwise affect the way forward。

Identification of organizers and participants, including advertising companies, leaders, customers, peers, media correspondents, etc., coordination of size and prices with press conference hosts, conclusion of contracts, elaboration of detailed invitation lists, meeting agenda, timetable, live placement programme for press conferences, etc。

Note: this step is primarily at the request of the host, which is specifically responsible for it. Iii. A division of labour to cooperate in the issuance of invitations and invitations in accordance with the list of invitations to ensure that key personnel do not,

The announcement was made in the absence of a proper arrangement. Recover confirmation information and develop details of participation first name

Single in order to move on。

Caution: this step must be well planned, staffed, properly scaled-up, public relations and tracking of key figures and preparation of standby programmes to ensure the quantity and quality of press conference participants. Iv. Purchase of gifts, selection of facilitators, ceremonial staff and receptionists, training and preparation

Play. Design backboards, set the venue, take every detail, like sound, play

Mapping equipment, leadership statements, press releases, on-site music choices, recreational arrangements for the margins of meetings, etc。

V. Review all preparations for official issuance one to two hours in advance of the official issuance, check the accuracy of the agenda of the meeting to minutes and develop contingency measures。

The launch sessions are scheduled to begin, usually with the signing of guests, the reception of dignitaries, the announcement by the moderator of the opening of the launch and the agenda of the meeting, the conduct of the meetings in accordance with the agenda, the post-session dinner exchange and the individual activities of persons with special public relations needs。

Monitoring of the publication of information by the media, compilation of audio-visual material for the publication, collection of conference clippings, production of a collection of information on the outcome of the launch (including lists of guests, contact details, publication of a collection of media coverage of the conference, publication of a summary report of the conference, etc.) to serve as a repository for the information of the ministry of commerce and industry, on the basis of which publicity material can be produced。

Evaluate the effectiveness of press conferences, collect feedback and draw lessons。

On-site management of press conferences

Among the pro-public relations weapons, there is a dissemination activity that helps to shape public opinion and to create a good image in the organization of society, not only by transmitting information, but also by providing media personnel with experience and feelings — a press conference。

Whether they are landmark events such as company formation, project signing, strategic release or the advancement of new products, press conferences are a common and even essential weapon。

For the media, press conferences were also expected, and in a national media survey it was found that one of the most important ways for the media to get news was through press conferences, which almost 100 per cent of the media listed as the most frequently attended media events. Because of the concentration of people and events at press conferences, the timeliness of participation in press conferences frees some of the difficulties of making appointments, the duration of interviews, and the regular availability of gifts or gifts, journalists often do not miss these opportunities。

Press conferences typically go through four stages: planning, preparation, on-site management and communication management, which, when ready for planning and preparation, enters into the most critical field management chain, which is the most important component of pre-planning, preparation and post-session dissemination, where “response to journalists” is the main feature。

The principle of on-site management is five:

The first is the “principle of reciprocal reception”. For example, communication between distributors, the marketing department is the counterpart service, and communication between specialists and officials involves the public relations head and senior organizational levels. Media communication is part of the work of the media public relations head, without separate groups

The second is the principle of balance. According to the design, each team has a relatively balanced workload and, under the unified arrangement and direction of the head of conference services, is generally divided into a communications coordination group, a reception service group and a security group. The communications coordination group is responsible for the reception of visitors and leaders, communication and coordination of the media, and the presiding officer is also assigned to this group; the reception service is responsible for the preparation of audio-visual equipment, protocol and sign-ups, the introduction of seats, the distribution of materials and gifts, the organization of meals, the taking of photographs, etc.; and the security and safety unit is responsible for the safety and security of the conference premises and personnel。

Third is the “principle of division of labour and responsibility”. (b) a clear division of labour and responsibilities in the planning of a case, so as to avoid each other's inversion, as well as a clear division of labour and horizontal collaboration

The fourth is the principle of flat. The “pyramid” structure is typically multilayered in large press conferences, but it is not appropriate to have too many layers in medium-sized press conferences to ensure flexibility, not too many personnel, and to be lean and efficient。

Five are “institutional principles”. Although press conferences are managed on an ad hoc basis, once a member of the organization is a member, personnel should be subject to regulations。

In terms of management content, it can be done in five areas: personnel management, material management, time management, process management and communication management. In terms of the form of management, it can be divided into three phases: pre-session management, mid-session management, closing management. A successful press conference must have achieved a perfect combination of content and form:

I. Pre-session management

As required by the planning programme, the press conference co-heads and team members must reach the press conference site at least two to three hours in advance。

Upon arrival, pre-session management will be conducted in four steps, starting with the site, followed by a thorough examination, with the possibility of a rehearsal of facilitators and speakers, and finally, starting with your reception。

First, the site is set。

The site was set up off-site with banners, banners, floating balloons, arches, etc. Visible signs will be placed in the lobby of the first floor of the hotel at the turn. Propagandas such as x displays can be placed at the entrance to the venue。

Signing at the entrance to the conference room, ready to sign to the book and pen, to design the name, unit, number, contact information column on the book, and to prepare the main theme of the meeting, the newsletter, the question outline, etc. At the same time, please prepare a card box for the sign-in stage。

The site is set from the thematic background panel, which includes the theme, the date of the meeting, the city where the meeting will be held, the colour, the font, and the colour, which can be benchmarked by organizational vi。

A desk for press spokespersons, a table with white cloths, blue or red envelopes, a table flower on the desktop, a table card with the name of the speaker and the relevant leader in place to plan the project, a sound, a microphone, preferably a microphone at the front of each table, and two more for journalists。

Set up a television or projector to try to play a disc to see if it works properly. Sometimes, as a supplement to news pronunciation, video material, even in kind, can serve to increase the sensitivity of journalists

Seats below the table. Take the principle that “the top of the post is in the middle, and one's own is in the back”. The first and second rows will be occupied by dignitaries and business leaders, and the third row below will be occupied by a press gallery, with photographers sitting behind or next to them as far as possible。

The vip lounge is set up in the winter with hot tea, bottled with mineral water, packs of high-quality cigarettes, lighters and ashtrays。

Second, on-site inspections。

Inspections can be carried out from the outside, from the high to the low, and from the comprehensive to the focused, some details must be captured。

In the order in which they are placed, check the signage from the off-site, follow the way forward for guests, check the signboards, x displays and signs for readiness。

When signing in, care is taken to check the adequacy of relevant information, such as conference presentations, press releases and question outlines. In the case of new products on the market, the press conference also provides for the distribution of the product development process or the presentation of the text material for its usefulness. Signing can be used as a repository for logistics and information。

Check the background panel and check again for errors in the text, if any, to be remedied in a timely manner. Check the table, sound, debug every microphone and debug it to be clear and soundless. The television or projector is checked to determine which computer is to be used and a computer is to be prepared in case of an ongoing computer failure during a meeting。

Check the vip reception room for tea, cigarettes, etc。

Check that the statements of the main speakers are ready。

The cameraman checked whether the camera and camera had sufficient power, whether the scaffold was good and whether the angle was right。

Security officers are required to conduct security checks at the scene, with particular attention to the risks of insecurity, such as the lack of access to fire routes, the breakdown of power lines and even the presence of bad chairs。

If there is an air conditioner, the temperature will be adjusted to moderate。

Third, rehearsal。

The moderator and the press speaker conducted a rehearsal in accordance with the agenda of the meeting to practice both collaboration and ownership of the content and the scene。

In particular, it was important for the press spokespersons, who were in the pre-session rehearsals, to be prepared carefully, once again, to be dressed, to be familiar with the content of their statements, to develop and rehearse how to answer the questions of routines and imperviousness, and to check and evaluate their own preparations, especially with regard to the following questions: what was the significance of the event? What is its news? What are my three main points? Is there sufficient material to support my information release? Would it be easy to do so if journalists requested verification? Who is the authoritative source of the information published? Who can be quoted in the media? Wait。

Fourth, reception。

30 minutes in advance, miss ritz is ready for reception on the floor. For important leadership, special receptions will also be arranged in the lobby。

Background music starts playing and the photographers are working。

Upon the arrival of the guest, the guest will be taken to the vip lounge to rest, and the waiter will be able to bring the tea in time for the guest to be carefully fitted with flowers。

The vip reception staff will verify the availability of the leaders and guests, the heads of conference services will personally deliver gifts or gifts to the leaders and guests, and if key leaderships are not available, the presiding officers will arrange for the moderator to change the content of his or her speech in a timely manner, and will arrange for service staff to remove the nameplate of those who are not available。

Upon their arrival, staff members distribute information about the conference topics, newsletters, question sheets, etc., to journalists, and media leaders arrange and coordinate the signing of journalists in the various media in a spirit of enthusiasm and detail。

When the press arrives, they enter the media waiting phase, which should not exceed 10 minutes, with audio players playing video material and cds。

Around three minutes before the start of the meeting, relevant leaders, guests, senior organizational levels, etc., will be invited to enter the floor, to sit in the front row and to prepare for the meeting。

Ii. Management in sessions

From the beginning to the end of the session, the time should be kept within 30 minutes, the more significant press releases should not exceed 60 minutes, some sensitive questions should be raised, media leaders should communicate well in advance with journalists, avoid particularly difficult questions and avoid awkward situations。

Some press conferences, on which there was only a press speaker, had been the focus of the media alone; others, where the leadership had been pinned off next to the press spokesman, had somewhat eased the pressure on the press spokesman; and others, where the spokesperson had been sitting behind the podium and speaking。

During the meeting, both the moderator and the press speaker played the main role in the press conference and were therefore demanding of them。

The moderator should normally be a person with a high public relations professional competence, whose role would be to take control of the subject matter, manage the proceedings, control the atmosphere in the venue and facilitate the smooth running of the meeting. In addition, special tasks such as removing excessive tensions, defusing rivalries and breaking the deadlock are also undertaken when necessary. The facilitators should therefore be active and talk with a sense of humor and affection, and not give life a hard, cold sense of distance。

The media spokesperson representing the image of the organization has a significant impact on public awareness and is usually the senior leadership of the organization. Modern means of communication dictate that today's news spokespersons approach both the media and the audience. In the course of conference management, speakers are required to behave with integrity, to behave in a manner appropriate to the scale, and to have a high level of professionalism and policy。

The agenda of the meeting is generally as follows:

The moderator opened the press conference, introducing leaders and guests, and providing a brief introduction to the theme and summary of the meeting。

If necessary, the moderator would like to lead the statement, but to prepare the statement for the leader, it should not be too long, with three minutes. The moderator invited the press speaker to make a detailed statement。

Press briefing by the press spokesperson. It is important to be self-confident, friendly, lively and professional. “... The press spokesperson is a system that is a bridge between the media, the public and organizations. The press spokesman had a team working behind him, so he did not speak for the individual, but for the organization, it was his life. The speaker's oral, physical and photographic support has been instrumental in adjusting the speech rhythm and controlling the scene。