Running a Press Conference: Invitations, Passes, Rehearsal and Schedule
In your invitation to the media, announce the topic and schedule of the press conference. Provide a brief account of the event you intend to hold so the media know what type of event they are going to attend. Send out the invitation at the right time so they can have enough time for planning and attendance. Set a date and announce it so they can respond to their RSVP and confirm it up to that deadline. In addition to sending invitations, remind them of your invitation through phone calls, as well.
Plan beforehand for the refreshments in the conference and outsource the refreshments to refreshment services companies.
Prepare an ID card or chest badge for the guests that are attending the conference. In this case, you can recognize them and see who they are and for which media platform they work. You can print the conference schedule on the back of the guest cards so the guests know what will happen at any time.
Prepare yourself and review everything that will happen during the conference so you can have control over every stage of the plans. Check and see in advance the work of your executive team such as the host. Attend other conferences to see what may happen to affect the plan adversely. Make plans for addressing the possible problems. You can also prepare a contingency plan that you can easily execute if everything fails.
According to your event's press conference schedule, prepare your required items in advance. These items include print products such as catalogs and brochures, stationery, electrical outlets, Internet facility, etc. Consider proper equipment and place for photographers and reporters.
Prepare a precise schedule for the day of the conference and stick to it. Some guests, especially important people, may arrive late to the conference. You should not change your schedule for the sake of a few people. Start the event right on time.
On the day of the conference, make a list of activities in chronological order and put a checkmark on each one after you are done with it. Ensure the activities are not taking longer than what is planned for them. Along with the host and the speechmakers, review all the notes before you start the conference so you don't miss anything. If you notice anything missing, quickly edit and include such items in the list.