Question

Q18 As a Public Relations assistant in your company, you have been given the task of organising and staging a press reception. Give 20 roles, tasks or duties that you might perform, from the original idea being suggested to the end of the reception and immediately after.

Your outline should be in a reasonable chronological order.

Answer 1

To successfully organize and stage a press reception following tasks should be included:

• Decide on the idea or topic of the press reception to make it of significant interest to the general public and newsworthy
• Select date and time of the press conference. the date must not conflict with other important events that may draw attention of public away from your press conference
• Decide on the location to organize the press reception.
• Plan the press reception which may include writing a press release including the reason for the press conference and why it is worthy of news coverage
• determine appropriate media outlets to contact who have interest in topics of your industry or business
• Send the press lease to media contacts.
• Make a phone call to those contacts for more insight into your [press release that will provide background information to gain their interest.
• Make a press kit for each media outlet in attendance. it may include company history, biographies of business owners and a copy of press release
• Stage the press reception area in advance.
• Check on microphones, sound systems and light and the seating arrangements
• Appoint a person to greet reporters as they arrive
• While starting on the press reception make the spokesperson approach the podium, welcome attendees and introduce the main speaker.
• Spokesperson should brief about everything highlighting the key elements and ask for questions at the end.
• Close the press reception by thanking attendees for coming by a company representative
• After the day of the event send personal thanksgiving message to media reporters which will strengthen your relations for future.