• Book the venue for the conference and ensure that everything at the site is set in order.
• Ensure that the selected place is accessible. Considers its sources of power, sound, lighting, capacity as well as connection of microphones if they will be used
• Make sure there is a validated and free car parking at the conference venue
• Assemble the stage and podium to be used by speakers
• Reserve a room for parking large TV production truck to be used for the television coverage
• Invites only those journalists who are interested with the topic
• Send to the invited media press release containing the venue, speakers, key issue to be covered, a map of the venue, and the person they can contact for further information
• Prepare a maximum of one-hour conference timetable
• Select the person who will chair the conference and brief him or her
• Contemplate on possible questions and formulate appropriate answers
• Prepare handout materials, background notes, speakers bios, signage, and press releases
• Brief associates on what to share with the media
• Brief a few of your colleagues about expected journalists and their interests
• If appropriate, prepare name badges for staffs and other officials
• Look for a photographer who will be taking photos
• If proper, organize light refreshments for attendants.

The Press Conference Day

• Great and checks names of journalists who have arrived. You can spend at least 15 minutes to do so before starting the press conference
• Hand out hard copies and other materials on arrival
• Give out label name budget to the appropriate attendants
• Issue the timetable and stick on it
• Allow the chairperson to introduce invited speakers
• After announcements and speeches, takes questions from the audience
• Note down names of those who ask questions
• Direct questions to appropriate speakers for responses
• Allocate time for individual journalists to ask questions and make follow-interviews after the entire event

After the Conference

• Email press kits, background materials, and press release to journalists who did not attend the conference
• Monitor press coverage of the conference by collecting and documenting related reports
• Ensure that all media who participated in the event are recorded on your regular journalists’ distribution list for future retrieval and contact
• Report press coverage on the company’s websites and newspapers

 
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