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Seven-Day Media Conference Organising Guide

April 03, 2012 | Comments: 0 | Views: 119

A media conference is held to make a major announcement, clarify an issue, launch a new product, and, or, to make public research results in the matter of public importance, etcetera. As a media practitioner, it's your responsibility to ensure that the media conference is a resounding marketing success.

In this article, we tabulate the Seven-Day Media Conference Organising Guide. It details the task for each day. As soon as the approval for a media conference is signed off. Your countdown to the big day begins.

Day 1:

  • In house: hire the venue; ensure appropriate aids such as sound, overhead projector, and lights are in working order.
  • Venue Hire: Prepare an order and secure the venue. Ensure the availability of your principal, photographer and at least one key journalist before you proceed.
  • Depending on the nature of the briefing, you may want to bring in community newspapers and community radio journalists. To secure their attendance, it is advisable to provide free transport.

Day 2:

  • Write a draft media statement. Read it aloud. Generate a list of questions that it raises. Rewrite the statement and answer all questions.
  • Develop 'Questions from Hell.' These are questions that may come from journalists without any notice or relevance to your prepared statement.
  • For example: In you're in the Oil industry, do expect a question about environmental issues even if you were launching a Chairman's Fund to address water shortages in the neighbouring community. The Questions from Hell are mostly determined by your own history, and international/national current affairs.

Day 3

  • Obtain approval for your media statement.
  • Send your statement for final professional editing.
  • Put your IT guy and Maintenance guys on standby if the venue is within your premises.
  • It you have hired the venue, meet with the owners and ask them to have relevant people on site for your big day.

Day 4

  • Issue a media alert - invite your targeted journalists, and perhaps asks for a preview story. Always send the email to both news editor and a journalist responsible your niche.

Day 5

  • Telephone all invited journalists, and make a list of who is coming.
  • Ask for their special needs, i.e. one-on-one interviews, certain pictures or background document etcetera.

Day 6

  • Prepare your principal for the big day. Ensure he/she understands the media statement completely and has ready-made answers to deal with 'Questions from Hell".

Day 7

  • Arrive at the venue at least two hours before the media conference. Assess seating arrangements, confirm availability of breakfast. Test all equipment.
  • Although you have make the media conference interactive by inviting journalists to ask questions, ensure that you stick to the issue at hand.
  • At the close of the briefing, arrange for one-on-one interviews and photo opportunities.
  • Email you media statement to all (present) and absent journalists.
  • Send your media statement press release syndication agencies.


After the media conference is over, the task shifts to monitoring the results. Did your company get value for money? There are various strategies to be in calculating the return on investment. The most basic being media monitoring through various agencies.

Bhekisisa Mncube is a specialist web-content writer, media relations specialist and managing director of B74 Media Lab. He is also a columnist at the Witness Newspaper as well as a Media/Political Commentator at the Gagasi99.5 FM. He is a member of the Book Review Panel at the New Agenda academic journal in South Africa. Mncube has been a writer for 12 years. He is a widely published in newspapers, magazines, websites and academic journals. You can network with Bhekisisa through LinkedIn, Facebook or by writing to

Source: EzineArticles
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