What is organize press conference? Professional event organization
Today, work organize press conference no longer strange to agencies and businesses. This form of event organization is intended to inform the public and media about important business news. So what is the event planning process like? Let the company Hanoi event organization AIT Group helps you answer questions in detail through the following article.
1. What is a press conference? Purpose of the press conference
Organize press conference (Press conferences) is the method that businesses choose to connect with the media and the community. Individuals, organizations, or businesses hold press conferences for many different purposes. However, most press conferences are aimed at the main purposes such as:
- Launch or introduce a new business product, service, or program
- Change the necessary information of the business, or the identity of the old products.
- Announce important information and news directly related to the business.
- Handling communication crises such as: Correcting false information, confirming information…
Purpose of the press conference
2. The role of organizing press conferences and events
The event acts as an effective marketing campaign for the company’s products and brands. The presence of the press and media will help promote more effectively. These events help to shorten the distance between products of enterprises and consumers, creating a viral effect.
The role of holding a press conference
In addition, the organization of events also increases the trust and prestige of customers and partners. Newspapers publish information about businesses and products widely through social networking sites, creating recognition in the eyes of customers. From there, the public can easily access and update information quickly.
3. Summary of 8 steps in the process of organizing a professional press conference
The press conference is a media event, so its spread will be great and the preparation will be very elaborate. Here are 8 basic steps in the process of organizing a professional press conference:
3.1 Determine the purpose & objectives of the press conference event
Determining the purpose of the press conference will help you choose the right concept as well as the media message that will be conveyed through that press conference. In addition, the objective of the press conference must also be clearly defined and detailed. That way, you can easily evaluate and measure the effectiveness of the event.
Define the purpose and objectives of the press conference event
For example, You need to determine the number of press agencies to attend, the number of articles to be published, the number of target customers to access information through the press conference, etc.
3.2 Determining the time and duration of the press conference
The best time to organize press conference is in the morning, avoiding the evening, holidays, holidays, or Tet. Because, if the event is held in the morning, the press agencies can proceed to publish the news the same day after the event ends. This will ensure the topicality and breaking news of the event. Psychologically, journalists and reporters will prefer to spend weekends with their families and private lives.
Determine the time and duration of the press conference
Moreover, businesses need to pay more attention to the duration of the press conference. A long meeting can easily lead to rambling and fatigue, but if it is too short, it will make the guests involved not fully grasp the contents and messages. A reasonable length of a press conference typically lasts between 90 and 120 minutes.
3.3 Choosing a place to hold the press conference
Press conference events should be held in solemn and spacious places. So conference centers or meeting rooms in hotels will be very suitable locations. These spaces can ensure the necessary quality of sound and light and ensure good security. In addition, such places are also easy to find, facilitating access and attracting the public.
3.4 Make a guest list of the press conference event
The choice of which press agencies will participate depends on the size and nature of the event or news. After identifying the invited guests, businesses need to send press releases to agencies, organizations, and individuals and confirm the guests attending. The higher the percentage of guests confirmed to participate, the more attractive your event is.
Make a guest list of the event
3.5 Developing the script content of the press conference
In every event, the MC always plays an important role, leading the entire event process, acting as a bridge between businesses and guests. MC selection needs to be appropriate to the nature of the event to be announced. Moreover, the MC must be agile, know how to respond, and handle bad situations that may occur at the event.
3.6 Apply for a license to organize press conference
This is an extremely important step in the process of organizing a professional and methodical press conference. There are many press conference events because they do not apply for a permit to organize, which leads to the cancellation of the whole program even though the event start time has come close.
Apply for a license to organize press conference
3.7 Setup press conference location and rehearsal before the event
Before, during, and after the event takes place, the organizers need to carefully check the technical, reception, security, and response skills during the press conference. When detecting an incident, it must be promptly repaired, remedied, and taken handling measures so as not to affect the quality of the event.
Setup press conference venue and rehearse before the event
3.8 Conducting press conference
After the press conference is held, the program organizers need to conduct a meeting to evaluate the results as well as draw experiences. At the same time, businesses need to thank the guests and press agencies who came to the event. Finally, monitor the broadcast schedule, posts to summarize and notify stakeholders to follow.
Conduct press conference
4. What do you need to prepare in advance for a press conference?
To organize a press conference, you need to prepare according to the following 5 contents:
4.1 First: What is the content of the press conference?
As an information provider, the content of the press conference should ensure the most accurate and clear information. Moreover, the information needs to be valuable and true to what the press is wanting. In addition, you should refer to the attitude and interest of the press towards the content of the press conference.
4.2 Monday: The process of inviting guests
You need to take the initiative to email, phone, send invitations directly in a formal way to express goodwill to the guests. When inviting you, you need to announce important information about the press conference such as content, location, time, and people who will attend the press conference to increase their interest and excitement in your event.
4.3 Tuesday: Prepare the venue for the press conference
When choosing the location of the press conference, you need to consider the working conditions for reporters to ensure the success of the press conference. The elements of sound and light when organizing the event must be carefully prepared.
In particular, the necessary equipment for the press conference must also be listed in order to prepare and set up thoughtfully. All the details are prepared from small to large to be done in order to show professionalism when organizing a press conference.
Check the sound and light before the press conference
4.4 Wednesday: Prepare materials for the press conference
Materials for the press conference are indispensable. It can be images, sounds, soft files, etc. You should also prepare these documents in advance for the press and reporters. Journalists can use them as material after the press conference is over.
4.5 Fifth: Discuss the topic first with the MC and speakers
Discussing the topic in advance with the MC and speakers will create consistency and ensure the press event is organized and operated in the right direction. The MC, the speaker of the event also needs to be carefully and carefully selected, to ensure that he speaks clearly, is easy to hear, and knows how to respond in situations.
5. Professional press conference event timeline (agenda) template
The success of the event will be made up of small details including the timeline of the program. You can refer to the following sample timeline to get more ideas for a scenario suitable for your event:
- PG welcomes the guests.
- BTC announced to the press and got a list of reporters who will participate in the event.
- Arrange and organize interviews before the program takes place.
- PG and company employees introduce products to guests and the press.
- Declare the reason for the event and introduce the delegates and guests.
- Representatives of business leaders gave the opening speech at the event.
- Official introduction of the new product that is about to be launched.
- Distributor certification ceremony (if any).
- Guest speaking (if any).
- Journalists, reporters, and businesses asked and exchanged questions.
- MC thanked and announced the closing of the program.
- At the end of the program, give gifts to the guests and press units who participated.
6. How much does it cost to organize press conference?
Depending on the event and customer requirements as well as the items, there will be different organizational costs. Items will have several types of costs as follows:
- The cost of applying for an event license will include the following costs: Performance license, organization license for singers and actors from abroad to perform in Vietnam, review costs…
- The cost of the item for applying for an organization license from the Department of Culture and Information will include the following costs: License to organize CT, license to outdoor advertising, license to press conference, license to advertise at the venue, license to organize roadshow, cost of review.
- The cost of renting the venue will be optional such as 3 to 5-star hotels, Stage – Cultural Center – Theater, Gymnasium…
- The cost of serving the party depends on the different set menus.
- In addition, there are other costs according to each category such as Support staff, ideas, decoration, printing, staging, production crews, live broadcast, and some other items.
How much does it cost to organize an event?
7. Advertising agency AIT Group – Event organizer package press conference
AIT Advertising Co. Ltd was established in 1996, is one of the leading advertising and media companies in Vietnam with more than 25 years of experience. We are extremely honored to be one of the few advertising agencies that can provide a full service for clients for both events and advertising equipment. Using the service here, you will be supported from ideation, design to production, installation, and program implementation.
Advertising Company AIT Group
With many years of operation, AIT Group Advertising Company has become a partner and supplier for hundreds of large and small brands both at home and abroad. We are always committed to bringing you a perfect press event to elevate your brand and show your professionalism.
8. Some advantages when you organize events at AIT
- Customers are entitled to a free consultation to organize a press conference to launch new products.
- Develop detailed plans for the entire plan.
- Proposing multiple press conference locations for customers to have the most optimal choices.
- Meet the requirements of each customer and business.
- A team of seasoned consultants will help you understand how to organize a successful press conference beyond expectations.
- Modern equipment of good quality and availability.
- Sound and light technicians, stage technicians, stage directors to PG receptionists all have long-term experience in the field of event organization.
- Support consulting, contract with 3rd parties such as model, MC, Security, PG, PB (if needed).
Contact Information:
- Address: 5th Floor – AIT Group Building, 109 Tran Quoc Hoan, Dich Vong, Cau Giay, Hanoi
- Factory: Kim Chung, Hoai Duc, Hanoi
- Website: https://aitvietnam.com/
- Email: aitbuilding@aitvietnam.com
- Hotline: 0983 027 448 – 0913 318 464
9. Notes when organizing a press conference to pay attention to make the event a success
For the press conference to be held completely and successfully, here are some notes that you need to know:
9.1 Contents of the press conference
Content must be guaranteed to be the most accurate. Do not put content that is too long and rambling. In addition, it is necessary to prepare clear and simple materials for the participants to easily grasp.
9.2 MC of the program
MC is a factor contributing to the success of the event. Because MC is the bridge, leading and connecting businesses with press agencies, reporters, and guests.
9.3 Equipment in the program
Equipment served in the program will also determine the success of the press conference. The equipment for the press conference needs to be rented at the service provider or should choose to use the full service of the event organization company to ensure the completeness of the event.
9.4 Full-service product launch press conference event organization
Currently, choosing professional event organizers is the optimal and highly effective solution, saving both time and money for businesses.
Notes in the press conference need attention to make the event a success
Hope through the above article of AIT Group will help you explain what is organize press conference and the detailed organization process. If your business has not been able to properly complete all the preparation and content happening on its own, let AIT accompany you in upcoming campaigns
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