Media Conferences

Format

Upon arrival, reporters should be given media kits containing information that will assist them in developing their stories. Media conferences usually begin by welcoming the media and introducing the speaker(s) who will make the announcement, followed by a question-and-answer session. They should start on time and be brief. Satellite news conferences are used to make announcements to a large number of media in different geographic locations.

Planning a Conference

Select a site for the media conference that will accommodate the media and their equipment and, if possible, reflect the topic. For example, a beach might be the setting for announcing an environmental cleanup project. Be mindful of reporters' deadlines when picking a date and time.

Select the most appropriate person to make the announcement and respond to the media. Anticipate all questions that may be asked, not just those pertaining to the announcement, and prepare the speaker with answers.

Invite the media. Most often this is accomplished through a media or news advisory that contains only the necessary details for the conference—the topic; the date, time, and place; and contact information. Providing too much information will decrease the chances the media will cover the event, because they will already have the story.

Use visual elements. Television reporters and newspaper photographers will want more than “talking heads” as subjects. In addition, the name and logo of the organization should be prominently placed.

Prepare a media kit. This typically consists of a media release based on the announcement and other helpful background information, such as speaker biographies, organizational fact sheets, or graphics.