Scheduling a News Conference

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Scheduling a News Conference
The conference should be scheduled at a time that is convenient for the reporters

Scheduling a News Conference

The conference should be scheduled at a time that is convenient for the reporters that is, with an eye on the deadlines of the media represented. In general, mornings or early afternoons are best for both print and broadcast media. This allows sufficient ti-f me for reporters to get stories in the next morning's daily or on the б p.m. news. If the primary audience is the trade press - reporters representing publications in a particu-r lar industry - late afternoon news conferences may be more convenient.

You should avoid Saturdays and Sundays, as well as major holidays. Most media operate with skeleton staffs on these days and hence don't have the personnel to cover news conferences.

Another consideration which often can't be planned for, is to schedule the news conference on a day when there aren't a lot of conflicting news events. It's always wise to J avoid election days, for example.

Selecting a Location

A location for a news conference must meet several criteria. First, it must be convenient for the media invited and relatively close to their places of work. Second, the room selected must have the necessary facilities to accomodate both print and broadcast media.

Organizations often use hotels and conference centers for news conferences, as well as the corporate headquarters. It is important for the room to have plenty of electrical outlets, particularly for radio and television vrews. Television people may prefer a room on a ground floor near an entrance so that they can park a mobile communications J center outside the room. In some cases, they will want to run cables from the truck to the room for live broadcast.

You should make the room available one or two hours in advance so that radio and television crews can set up. Have a general seating plan to make sure that the equipment doesn't obstruct the view or hinder the work of the print reporters. An elevated platform for TV cameras in the back of the room is helpful.

Another consideration is to have several smaller rooms reserved nearby for print and broadcast reporters to conduct an exclusive interview with a company representative after the general news conference.


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