In the case of high-profile media events where significant interest from journalists is expected, it is worth organizing a press office on-site. It is not only the key to efficient media service for the event but also an opportunity to build relationships with journalists in a less formal setting. What should we remember when “building” our press command center so that it serves not only us but also the journalists present at the event?
- Location
First of all, remember that the press office should be the first place invited media representatives go to. Therefore, it is worth marking it clearly, especially if it is not located in the very center of the event. Make sure to inform journalists of the location of our office before the event and provide contact details of a person they can call if they have trouble finding it.
- Accreditations
The issue of accreditation largely depends on the specifics and scale of the event. Before the event, consider whether accreditation should be mandatory for all media, what form it should take, how far in advance journalists must register their participation, whether there is a limit on places, etc. Keep in mind that the accreditation process should be simple and clear to avoid discouraging the media with complicated formalities.
- Press office equipment
At the outset, it is worth equipping journalists visiting our office with a complete set of information about the event, including, among other things, the event agenda. Traditional press folders are becoming obsolete; instead, focus on preparing press materials in electronic form.
The press office is also a place where a journalist can prepare material on-site – edit reports, transfer photos, etc. Therefore, internet and electricity access is absolutely essential. It is also worth considering creating a designated area for recording interviews – prepare a suitable background, sound system, and equipment. If we plan to hold conferences or press briefings during the event, also think about space for their organization, microphones, and a press podium.
- Press office service
People servicing the press office should be above all organized, competent, and communicative. It is advisable that they have prior contact with invited journalists and understand the specifics of their work to genuinely support them. Every event carries the risk of a crisis situation – remember to have someone in the press office who can skillfully respond to potential problems.
- Work comfort
This may seem obvious, but ensure the comfort of those working in the press office. Prepare drinks, both hot and cold snacks. Equally important is a well-equipped and tidy sanitary section. If we expect a full-day, exhausting event, also think about a zone where one can relax briefly.
Text author: Martyna
