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12 steps to planning a press conference

by Ann Wright, October 14, 2010


When I worked on my first paper (many years ago!), my news editor sent me to a press conference given by the Anne Widdicombe – then fearsome now frolicksome.

His parting shot was ‘don’t worry, you’ll find out what it’s about when you get there.’  Famous last words.

Since I was the only journalist who turned up and there was no introductory presentation, it didn’t quite work out like that. Anne and I sat there eyeing each other in silence across a large table in an anonymous meeting room … both equally embarrassed.

To avoid such disasters, here are a few guidelines for those planning a press conference …

  1. Choose a central location which is easy to reach with parking for camera crews
  2. The room should have space for enough seats plus TV crews, and audio-visual equipment, a microphone system and a lecturn
  3. Choose a quiet room – building works, noisy air conditioning and strip lighting and clocks can be really annoying
  4. Think about lighting – do not position your panel in front of windows as they will be backlit by the TV cameras, and remember camera operators may need to use their own lights
  5. Have microphones so the questions and answers are clear, and repeat the questions in case the audience haven’t heard them
  6. Bring a backdrop with your logo for the stage and have name tabs so everyone knows who the panel is
  7. Provide a quiet room for one-to-one interviews afterwards
  8. Make sure someone greets those arriving and provide press packs with background information
  9. Think about deadlines – mid morning and early afternoon work well for TV and radio
  10. One person should chair the press conference with ideally two others to answer questions
  11. The chairperson should introduce everyone, including their titles, explaining the reason for the press conference, lay the ground rules and make an opening statement setting out your position
  12. Ground rules include: questions to go through chair, limit the duration of the press conference (can always extend if it’s going well), journalists must identify themselves, there will be opportunity for one-to-one interviews afterwards, and if relevant, filming opportunities

Watch out for Successful Press Conferences Part 2: Who’s in control? 

 

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You might also be interested in:

  1. How to control a press conference
  2. Writing effective press releases: what’s the story?
  3. Nine steps to a successful media strategy
  4. A 2011 month by month guide to planning when to release news

Filed Under: All posts, Media Consultancy, Public Relations Tagged With: Anne Widdecombe, Media Consultancy, Press Conferences, Public Relations

Trackbacks

  1. Successful Press Conferences Part 2: Who’s in control? « Rough House Blog says:
    January 13, 2011 at 7:45 am

    […] a previous post Successful Press Conferences Pt 1, I talked about the best way to plan a press conference, so I thought it was time to follow this […]

    Reply
  2. 11 points to include in crisis comms strategies - Rough House Media says:
    June 24, 2016 at 11:01 am

    […] may be useful to have contingency plans in place to call press conferences quickly, as this may be the easiest way to deliver […]

    Reply
  3. Crisis communications manual: 9 sections to include says:
    April 28, 2017 at 4:33 pm

    […] case you have to hold an emergency press conference, it is worth including potential locations, and the logistics of how you will plan […]

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