What is a press conference? How to organize a press conference
If you do not have many opportunities to interact with the journalism industry, you will surely feel confused and wondering what is a press conference?. Through the following article, AIT Group will answer your questions and reveal the process of organizing a successful press conference. Let’s find out together now!
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1. What is a press conference?
Press Conference(Press Conference) is a meeting of businesses, organizations, or individuals… taking place with the participation of journalists to announce and answer information and questions. The term appeared around the 17th century in England. This is considered a form of connection between businesses and the media, helping businesses achieve their goals.
Press conference to announce the establishment of Vietnam Association of Motorcycle Manufacturers by AIT
Each press conference takes place with different purposes. Usually, businesses will hold a press conference to announce a new product, feature, or announce the event. In addition, this meeting also answered questions from reporters.
2. When should a press conference be held?
Usually, when there is any information or event to announce, the business will arrange a meeting with reporters. Some common reasons to hold a press conference are:
- Feedback and correction of controversies.
- Notice of changes of businesses, individuals…
- Hold a press conference to launch the product new.
- Resolve media crises such as scandals…
New product launch press conference
3. What is the note for a successful press conference?
3.1 The press conference must-have content and information
One of the decisive factors for the success of the press conference is the information and content of the organization. The meeting organizers need to ensure the accuracy and transparency of information because these are what the press will convey to the public. In addition, you should also summarize the content of the meeting, then send the word file to each journalist.
The press conference must have content and information
3.2 Always maintain a respectful and polite atmosphere during the press conference
The participants of a press conference are often diverse, most of which are leaders and longtime journalists. So you should keep a polite atmosphere throughout the meeting. However, businesses should not be too rigid, to avoid the meeting becoming heavy.
The meeting should have a formal atmosphere
3.3 Choosing a place to hold the press conference
Location is also an issue you need to consider carefully. You can flexibly choose the venue depending on the purpose, the number of attendees, and the space. In addition, you should also choose a place to hold the press conference in a suitable area, convenient for the movement of guests.
Choose a venue for the press conference
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3.4 What are the detailed documents needed for the press conference process?
A press conference usually lasts quite a long time and the amount of information is quite a lot. Therefore, the organizers need to prepare relevant documents for the guests to understand the progress and content of the meeting. At some meetings, in order to limit the number of participants who only come to receive documents, program materials will be distributed in sections.
4. Experience in organizing impressive press conference events
4.1 Before the press conference takes place
Before the press conference takes place, you need to prepare the following tasks:
- Prepare press conference content: Content is considered as the soul of a press conference. You need to prepare this section carefully to avoid misinformation. And also ensure that the content of the meeting is attractive enough, so that the number of participants is not too small, helping businesses achieve their communication goals.
- Venue: Please note that the meeting space needs to be large enough and suitable for filming and recording.. Limit the organization of outdoor press conferences because this will create a messy meeting, scattered and even made it difficult for reporters to record. In addition, the venue also needs to be chosen so that it is convenient during the move.
- Invite guests: Depending on the nature and size of the meeting, the organizers will make a list of the most suitable guests. After that, businesses need to send emails to press agencies about 1 week before sending official invitations. Don’t forget to reconfirm the number of guests that can join to have you the best arrangement.
- Prepare necessary materials: Materials need to be clearly prepared so that guests can understand the program content. After the press conference ends, the organizers can summarize the content into a word file and send it to the press. One piece of advice is that you should distribute materials according to each part of the program, avoiding the case that guests just come to get the content and then leave.
- Discuss with MC and speaker: This is also an important step in contributing to the success of the press conference. This discussion may include editing statements and guidance on answering difficult questions from the press. The MC should also be selected carefully, making the press conference more successful.
- Rehearse: This is an extremely important step in meeting preparation. In this process, you will recognize the shortcomings, from which you can plan to correct them. To minimize the risks, the organizers should also prepare contingency plans for the press conference.
Press conference Closing ceremony of Honda’s 2018 financial activities conducted by AIT Vietnam
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4.2 During the press conference
All staff and organizers need to arrive early to complete the preparations at least 30 minutes before the press conference takes place. You can call the guest again to avoid late arrivals. And the press conference should happen on time, no matter how many people attend.
Journalists ask questions during a press conference
You should also have clear instructions with reporters on how to ask questions to prevent reporters from asking questions while another part is in progress, or asking questions in a rush. In the course of answering the question, if the speaker cannot answer immediately, the speaker should confess and answer the question at the end of the meeting.
4.3 After the press conference is over
Don’t forget to thank everyone at the end of the meeting. The company may send a press release to the press after the meeting. You should note that the organizers should put the hottest information on top so that reporters can pay more attention to the press conference.
Gratitude to the guests of a press conference
5. Conditions for holding a press conference
To organize a press conference, the organizers also need to meet the following conditions:
- Currently, businesses and individuals who want to hold a press conference must notify in writing (at least 24 hours) in advance to state management agencies in charge of the press such as the Press Department or the Department of Culture and Information.
- After that, only with the consent of the State management agency in charge of the press, and at least 6 hours later, the meeting will be conducted.
- In addition, the press conference may be suspended or not accepted if there are signs of a law violation.
- Foreign organizations and individuals in Vietnam who wish to conduct press conferences must comply with regulations on foreign press activities in Vietnam.
Conditions for holding a press conference
6. Situations and incidents that occurred in the press conference and how to solve them
6.1 Uninvited guests
For “uninvited” guests, the organizers should still maintain a polite and welcoming attitude. After you get the guest information, you can direct the guest to sit in an area that doesn’t affect the focus of the meeting too much. If this guest is found to have unwelcome behavior, even harassment, the security guard will be invited out of the meeting.
“Uninvited guests” need to be forced to leave when there is harassment
6.2 Important reporters did not attend
To avoid an important reporter not attending, you can call a few days in advance to remind them about the meeting, ensuring that they will attend. In the event that this reporter is still not present, the organizers should find out why. Then, please send important information to this reporter to still understand the content of the press conference.
6.3 Technical problems
During the rehearsal, you should double-check the technical element. And before the meeting takes place, this check should also be conducted again. In addition, the organizers should develop contingency plans to reduce the risk of occurrence.
You should build contingency plans to reduce the risk of occurrence
6.4 External incidents
There are many press conferences that have to fall into a dilemma when external incidents occur such as suddenly pouring rain while the meeting is being held outdoors. To avoid these unfortunate situations, you should be well prepared for possible problems such as checking the weather forecast.
For outdoor press conferences, you should pay special attention to the weather
Through the above article, we have answered the question of what is a press conference. Besides, we also shared with you the experience and process of organizing a press conference. Present advertising agency AIT is providing a full-service conference organization. If you have a need to use this service, please contact our staff immediately via hotline 0983 027 448 – 0913 318 464 for the advice!
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