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PRESS
CONFERENCES
• Before
the Press Conference
• If
the Press Conference
Is Off Site
• During
the Press Conference
• After
the Press Conference
Press conferences
bring together members
of the media and the
public and one or more
government officials
in a question-and-answer
session, usually at
a location selected
by the government official.
Press conferences offer
a chance for citizens — through
the press — to
question government
officials and a chance
for the government
officials to take their
message to the people
through the media.
"When you have
press conferences on
a regular basis, they
allow for steam to
be released," says
David Beckwith, former
vice presidential spokesman.
What that means, he
says, is that, over
time, an aggressive
sort of pressure builds
up in reporters who
have questions they
want answered, and
that pressure is released
in a press conference.
"Having a press
conference is a good
idea when you have
something to announce
or something positive
to say," Beckwith
says. "Think of
why you are doing it
and what will come
out of it."
Before
the Press Conference
The first step in
setting up a press
conference is to be
sure there is news.
For the head of a country,
this is rarely a problem.
For the head of a small
government agency,
attracting the press
could be more difficult.
Reporters don't like
spending time at what
they consider a non-event
when they have other
news competing for
their attention. Among
the steps to take in
setting up a press
conference:
- Determine the topic
of the conference
and whether there
is news to be made.
- Decide if a press
conference is really
necessary, or if
reporters can write
an accurate, thorough
story with a press
release, a fact sheet,
and a follow-up telephone
conversation.
- Decide what the
government official
will say in his or
her opening statement.
- Write talking points
for the government
official for the
opening statement.
Just as in doing
an interview, focus
on making only three
points. More than
that is too much.
- Identify possible
questions that might
be asked and appropriate
responses to each
question. These need
to go beyond the
intended subject
of the press conference
since reporters may
ask questions on
other issues. Some
press offices keep
a list of topics
on their computers
to be frequently
updated so the material
does not have to
be newly written
each time.
- Stage a mock press
conference the day
before the actual
conference, especially
if the government
official is uncomfortable
responding to potential
questions. Have the
press office staff
pretend to be reporters
and ask questions
of the official.
This allows both
official and staff
to become aware of
potential gaps in
their responses.
- Pick the date for
the press conference
carefully. Check
the event against
the long-term calendar
of other government
offices to ensure
there are no conflicts
with other news events
that day.
- Pick the time for
the press conference.
Mid-morning or early
afternoon is often
the best for the
various news deadlines.
- Choose a location
that is accessible
and can meet the
technical requirements
of the media. The
site should also
be visually attractive
and enhancing to
your message. For
instance, if agriculture
is the topic, pick
a farm as a backdrop.
If it is education,
perhaps a school
library.
- Determine whether
to use visual aids.
Is there a good visual,
such as a big chart,
that the government
official can show
during the press
conference? Have
it next to the official
so that television
cameras can include
it. Also, have the
visual printed and
put in a press packet
so reporters can
refer to it as they
write their stories
and have it printed
in the newspaper
or shown on tape.
- Decide who, if
anyone, will introduce
the government official
at the press conference
and who will conclude
it.
- Notify reporters.
Besides those who
cover the official
regularly, you might
expand the list of
reporters, depending
on the topic. For
instance, if the
intended story is
on the environment,
you might also notify
environmental reporters.
- Telephone reporters
a day or two before
the event to remind
them of it. Try to
get an idea of who
is coming and who
is not. You may need
to get a larger or
smaller room.
- Put the announcement
of the press conference
on a news wire service
calendar.
- Send a fax or e-mail
to out-of-town press
who may be interested
in the topic but
are unable to attend
the press conference.
- Allow time for
the writing, printing,
assembling, and transportation
of any press materials,
such as press kits,
press releases, backgrounders,
biographies, and
photographs.
- Decide if credentialing
the press is necessary.
That is, will only
certain reporters
be invited.
- Manage all the
technical requirements
of the press. Arrange
for lighting platforms,
special power, translation,
and mult-boxes audio
equipment that has
a single input and
multiple outputs
that go to recording
devices). Make certain
that anything that
will be used works.
- Assign a staff
member to manage
the logistics of
the conference. On
the day of the event,
he or she should
be at the site well
in advance and should
be prepared to handle
unexpected logistical
problems, such as
outside noise and
bad weather if it
is an outdoor event.
If
the Press Conference
Is Off Site
- Decide if you need
a holding room or
hospitality suite
for the government
official.
- Have adequate space
that meets the technical
needs of reporters.
- Have the names,
phone numbers, and
cell phone numbers
of key people at
the site, such as
the head of security,
the maintenance superintendent,
and public relations
staff.
Although you are a
guest at another location,
planning all the aspects
of out-of-town events
is as important as
planning events on
your home turf. Things
can and do go wrong.
For example, one government
official traveled several
hours to dedicate a
new hospital facility.
He and his press secretary
knew he would take
press questions after
the dedication, but
they neglected to arrange
for a place where this
could occur. The official
wound up giving a press
conference for 15 reporters
in a hospital hallway,
with a school band
playing so loudly that
reporters could not
hear, and in a space
so narrow that TV camera
operators could not
get a good picture.
At least a week before
the event, the spokesperson
should have asked the
hospital for a room
to hold the press conference,
notified the media
as to its availability
and time, and had the
press aide traveling
with him go to the
room in advance — even
an hour ahead of time — to
check it. Instead,
the reporters were
frustrated, and the
government official
missed the opportunity
of a good-news story.
During
the Press Conference
- Have a sign-in
sheet for the press
and any visitors
so you know who was
there.
- Tell reporters
at the beginning
of the press conference
how much time the
speaker has, and
be prepared to cut
off questions at
that time.
- Keep the press
conference and statements
short. The press
will be more receptive
to an official who
makes a short statement
and takes questions
as opposed to one
who gives a half-hour
speech.
- Allow time for
questions.
- Tape the remarks
made by the government
official so that
they can be transcribed
for a permanent record.
- Get responses to
unanswered questions.
If an official is
asked a question
that he or she cannot
answer, he should
admit it but promise
to get back to the
reporter later that
day — before
his or her deadline — with
the information.
After
the Press Conference
- Put a transcript
of the press conference
on your Web page
as soon as possible
to make it widely
available.
- Send hand-out materials
and a transcript
to any media who
could not attend
but have an interest
in the story.
- Fulfill all promises
for additional materials
or responses to unanswered
questions within
deadline times.
- Critique each step
of operation, and
write up your notes
for the next conference.
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