ORGANIZING PRESS CONFERENCES, EVENTS, TRADE FAIRS & EXHIBITIONS
COMPREHENSIVE PACKAGE: REPUTABLE, PROFESSIONAL, IMPRESSIVE
1. WHAT IS A PRESS CONFERENCE?
The organization of press conferences, also known as Press Conferences, is a form chosen by businesses to host events with the public participation of media organizations, television, guests, and the press to announce or introduce a certain event. Press conferences can be conducted by individuals, organizations, or businesses. With different purposes, each press conference will have different scales and forms of organization.
Today, organizing press conferences, events, trade shows, and exhibitions is no longer unfamiliar to agencies and businesses. This form of event organization aims to inform the public and media about important news from the business within a specific timeframe, emphasizing timeliness.
2. COMMON FORMS OF PROFESSIONAL PRESS CONFERENCE ORGANIZATION
There are various forms of organizing press conferences, events, trade shows, and exhibitions, such as:
Organizing press conferences to launch a brand or introduce exhibition events and trade shows. Introducing the products, services, or projects of the business.
Organizing press conferences to update necessary information about the business or to unveil new product or service identities.
Announcing important information or news directly related to the business according to the timing.
Handling media crises such as correcting misinformation, confirming information, announcing significant changes, etc.
The information to be disclosed during the press conference can be communicated in advance to media outlets through press releases. The speakers at the press conference are responsible for assisting in answering questions from journalists, and there will be someone presiding over the press conference to ensure that the event proceeds according to plan.
The more influential and interesting the content of the press conference, the more valuable the event becomes, attracting greater attention from the media. Therefore, it is advisable for professional event organizing units specializing in press conference management for exhibitions and trade shows to handle such events to avoid errors or unforeseen incidents that may affect the quality of the event.
3. HE ROLE OF ORGANIZING PRESS CONFERENCES, EVENTS, CONFERENCES & EXHIBITIONS
Organizing press conferences plays a role akin to an effective marketing campaign for events, products, and company brands. The presence of media outlets and various media channels helps enhance the company’s promotional efforts significantly. These events serve to bridge the gap between a company’s products or services and consumers, fostering a ripple effect of awareness and engagement.
- An effective marketing campaign for company products and brands: Any event can serve as a good media vehicle. However, with the presence of media outlets and various media channels, this becomes even more effective. It helps bridge the gap between a company’s products or services and potential customers.
- The higher the proportion of confirmed journalists attending, the more attractive your event appears. The selection of which media outlets to invite should depend on the scale and nature of the event or news. After determining the invited guests, businesses need to send press releases to various organizations, institutions, and individuals, confirming the expected number of attending journalists.
- Building trust and credibility with customers and partners: When the media publishes information about a business, its products, and services, it enhances credibility and trust in the eyes of customers.
- Increasing opportunities for development and collaboration with potential partners: This is not only an opportunity to attract customers but also a chance for potential partners to learn more about and understand the products and brands of the business.
- Creating a ripple effect (Sharing links, social media): In the era of the Fourth Industrial Revolution, event information from businesses can be widely disseminated through social media platforms. This enables the public to easily access and promptly update information.
4.THE LATEST PROCESS FOR ORGANIZING PROFESSIONAL PRESS CONFERENCES
To organize a professional and successful press conference for events, trade shows, and exhibitions, meticulous preparation, attention to detail, and contingency plans are essential. Below is the process for organizing a professional press conference that you should consider
Determining the purpose of organizing the press conference will help you choose the right concept, guests, as well as the messaging that needs to be conveyed. Once the purpose and objectives are clear, you can easily evaluate and measure the effectiveness of the event.
- Identify the target audience, from which you can determine the appropriate media outlets and television channels.
- Determine the scale of the brand, from which you can establish the budget for organizing the press conference.
- Define communication objectives: the number of attending media, articles published, television news coverage, effectiveness of social media communication (number of posts, engagement metrics, etc.).
Professional press conferences often opt for morning sessions, partly because the content to be conveyed is usually substantial, and this is also when people are most energetic and active.
Furthermore, media agencies can produce content and publish news about the press conference immediately after its conclusion or on the same day. The duration of the event should neither be too long nor too short (ideally between 1.5 hours to under 3 hours).
Businesses should pay attention to selecting spacious and well-ventilated venues to accommodate the expected number of attendees. Especially for press conferences, journalists and reporters will require ample space to work, film, and take photographs.
A press release is a document written to provide information about the content that individuals, businesses, or organizations want to convey to the media. The content of the press release may include figures, important information, and images. A strong and compelling press release will persuade the media to accept it as a basis for writing and publishing articles.
Media organizations in the guest list need to be carefully considered and selected to align with the industry sector and communication objectives of the business, such as economics, culture, entertainment, social issues, restaurants, hotels, technology, etc. Once the list of media outlets and guests is finalized, the business will begin sending out press releases and invitations.
Invitations need to provide clear and comprehensive information to reflect the spirit of the event and show respect for the guests, thereby increasing the likelihood of attracting them to the event.
- Welcoming guests, tea reception, providing press kits at the check-in table.
- Photography, early check-in.
- Opening performance, or opening video (if available).
- MC announces the reason for introducing the speaker.
- Opening speech for the press conference.
- Presentation – Screening a video introducing the main content of the press conference.
- Introduction of products, businesses, projects (For product introduction press conferences).
- Q&A session with the media (Questions and questioners can be prepared in advance).
- Closing remarks for the press conference, souvenir photography. Media tour visiting product and service exhibition booths (if available).
- Behind-the-scenes interviews.
This is an extremely crucial step in the process of organizing a professional press conference. In reality, many press conferences have to be canceled due to not obtaining the organizing permit, resulting in significant losses in reputation, finances, work progress, etc.
The procedure for applying for a press conference permit sent to the Department of Information and Communication of the province/city typically includes:
- A request letter stating the purpose, time, location, program content, speakers, and invited guests.
- A certified copy of the business registration certificate of the organizing entity.
- Attachments such as the event script, organizing permit, and relevant documents.
- A signed contract for renting the event venue.
A pre-event run-through before the official press conference is necessary to ensure that the plan proceeds as scheduled and no errors occur. If any issues arise, appropriate contingency plans will be implemented to ensure professionalism and precision on the day of the main press conference.
On the day of the press conference, particular attention should be given to security, especially during the arrival of guests and the press. The professional event organizing team remains focused, experienced, and ready to assist guests, the press, and address any issues that may arise to ensure a smooth and successful event.
After the press conference concludes, the professional event organizing team will hold a meeting to evaluate the results and refine the media report. This includes assessing the number of television media outlets covering the event, the audience reach, and the effectiveness for the organizer.
Press conferences are often one-time, highly sensitive events. Therefore, if businesses or organizations are unable to adequately complete all preparation and content tasks themselves, clients should consider selecting a professional public relations and event management company to ensure the event is executed meticulously and effectively.
5. REASONS TO CHOOSE BUTVANGCORP AS A PARTNER IN ORGANIZING PRESS CONFERENCES, EVENTS, FAIRS & EXHIBITIONS
ButVangCorp is honored to be a media sponsor and an experienced organizer of press conferences, providing advertising solutions, assisting in planning, drafting press releases, booking media outlets to attend, and disseminating event information to promote and build brand image for businesses
We have a ready list of major and minor newspapers covering a diverse range of industries, aligned with the theme and expertise of the Conference & Exhibition. Quickly grasping accurate information, articles are published immediately during the opening press conference of the event.
To obtain detailed pricing information for professional press conference organizing services, customers can leave their requests below. Alternatively, they can directly contact us via hotline: Ms. Nga 0369 15 9964 – 0974 68 7798.
Let’s take a look at some photos of the ButVangCorp team in action at press conference, trade shows & exhibitions events!
