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Strategic Public Relations
Prepare for the Media
Create A Media Sign-In Sheet
Create a media sign-in sheet and ask reporters to sign
in as they arrive at your press conference—they know the
drill. The sign-in sheet will help you track the outlets
that send reporters to your press conference. Use the
sign-in process to introduce yourself, suggest
interviews with spokespeople, and make sure the
reporters have everything they need. And finally, add
the names on the sheet to your media list.
Here’s the information you should collect: Name, Media
Outlet, Phone, Fax and Email.
Set-up the Room
For an indoor press conference, you’ll need a podium, a
table, and chairs at the front of the room for your
speakers. Place a nametag on the table for each speaker,
and attach a sign with your organization’s name and logo
to the front of the podium. For reporters, you’ll need
chairs set up theater style. (At an outdoor press
conference speakers and reporters often stand.) Place
the podium carefully, because what’s behind the speaker
will show in photographs and television video. A solid
background always works well.
Set up a table outside the door for the press kits and
media sign-in sheet, and station a staff member at the
table to answer questions and help reporters.
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