Press Conference Structure

What Is a Press Conference?

A press conference is an officially organized event through which an organization or an individual share information with media and answer their questions. Press conferences are also announced held to address any public issue.

These are organized in response to any news (positive or negative), to inform media about any information and product launching.

Structure:

The structure of the press conference includes the following seven steps:

• 1.     Preparation
• 2.     Opening of the Press Conference
• 3.     Main Statement or Announcement
• 4.     Supporting Statements
• 5.     Question and Answer Session
• 6.     Closing the Press Conference
• 7.     Post-Conference Follow-Up

1.    Preparation:

·       Define message or the news an organization wants to share.

·       Choose a time that suits media and a venue having good lighting, sound, and space for cameras.

·       Send official invitations to media via email or phone. The invitation should include time, location, purpose, and contact information.

2.    Opening of the Press Conference

At the beginning of the press conference, media is welcomed and the host briefly explains the reason behind holding it, and the speakers are introduced.

3.    Main Statement or Announcement

The main speaker then gives the important message (could be a decision, a public statement, or an update). In some cases, visuals and charts are also used to convey the message clearly.

4.    Supporting Statements

After the main speaker, other speakers participate to support the main message. These can be experts or team members.

5.    Question and Answer Session

After all the speakers are done with their presentations, journalists are allowed to ask questions. This session helps media to gather more information. The moderator of the press conference chooses that who can ask questions

6.    Closing the Press Conference

At the end of the question-and-answer session, the moderator concludes the press conference and remind the media to take press material and to ask more question later, if needed.

7.    Post-Conference Follow-Up

After a press conference, organizers send the press release and video recordings media of the event. They also follow-up the news coverage, in case of any inaccuracy they correct them. Journalists may also contact the organizers for further details.