In today’s world, connecting with people has become very important for all companies. Ever since social media became more and more prevalent in the world, multiple ways emerged in which companies could stay connected to their consumers.
These ways include constant posting on social media, writing online blogs, and much more. Social media also became a key platform through which important information could be disseminated.
However, some traditional methods still prevail and in certain situations, these methods are much more effective than the new methods. One such method is press conferences. Press conferences are the best way to formally give out information about various things and talk to the press.
It is also effective for new product launches and more. Many PROs unfortunately are not aware of the tips and tricks of holding a press conference however. Here are the top tips to organize a successful press conference for business communication.
How to Organize a successful Press Conference for Business Communication
1- Define Your Objective
The most important thing when planning a press conference is having a good reason to do so. There could be multiple reasons why you wish to hold a press conference and the company needs to be very clear on their objective of holding the press conference.
Many companies make the mistake of being vague or unclear on their objectives and it generally ends up being bad for them. Therefore it is very crucial to be clear on your objectives.
2- Inviting Journalists
Holding a press conference for business communication means that you have to invite journalists from various publications and news channels. You need to maintain strong media relations in order to invite invite as many journalists as possible to ensure maximum coverage of your press conference and to ensure that you get a story in the newspaper the next day.
In addition to that, it is necessary to define your target audience as well. If you are holding a press conference to discuss something finance related or if you’re a fintech company, you need to invite journalists that work for publications catering to business and economy as this will increase your chances of getting featured.
3- Choose The Right Venue
This may seem like a very vain and unnecessary point, but it is actually quite important. Location plays a very important role in ensuring the maximum attendance of journalists. The venue should be in a place that is easily accessible and easy to reach for the journalists.
In addition to that, you should always make sure that the venue is well-equipped with a sound system and cameras. This is done to avoid any mishappening during the press conference. For the venue, the journalists should be informed as to how they can reach the location easily.
4- Choose the Date Carefully
Choosing a date for a press conference is quite crucial. If the press conference falls on a holiday or during a time when the journalists are preoccupied someplace else, it can result in low attendance of the journalists and ultimately the failure of the press conference.
The company should always ensure that the press conference does not coincide with any other press conference, or important event and doesn’t fall on a holiday to ensure maximum attendance and coverage.
5- Contact Journalists in Advance
The PR agency should contact journalists well in advance. Journalists from big and popular publications are usually busy and do not have time in their schedules. By informing them well in advance, they can reserve a spot for your conference which will benefit you.
This will also help in determining just how many journalists will attend and how you will need to prepare for the event. In addition to that, the PR agency should also send a reminder mail 2-3 days before the conference.
6- Press Kits
Press kits are extremely crucial when it comes to the press conference. The press kit should contain complete and proper information about the issue or the reason why the press conference is being held. It should have the speakers’ statement, the press release, the backgrounder, and the boilerplate.
The PR agency shouldn’t assume that the journalists would know everything and should prepare the kits accordingly. Certain PR agencies organize press conferences. Some of them are mindframe India and Elliot and Co.
7- Have a Clear and Strong Message
The speaker’s statement should be short and sweet. However, it should also be impactful and strong. The statement opens the press conference and if the opening itself is weak, then the conference wouldn’t go very well. The statement shouldn’t contain all the information but it should have the key information that needs to be given.
To ensure that the message is perfect, the companies can consult their PR agencies. There are various experienced PR agencies in India and it is quite crucial for companies to hire a good PR agency.
Bottom Line:
Press conferences even today are one of the most crucial and important parts of Public relations. Holding a press conference generally means a big thing and the companies can get good attention from it. A good press conference can be a game changer for business communication.
By crafting a proper message and putting it forth effectively, you can enhance your brand’s image and visibility. Press conferences need to be taken seriously. By following these tips, you can ensure that your press conference goes smoothly.