Small partners who are engaged in marketing or public relations positions may often encounter media invitations to participate in activities. Usually, time is tight and the task is very demanding. Without accumulating media relations, it is difficult to complete such an arduous task in a short time. Ma Xiao Zhitu Media Consultant summarized the media invitation process and matters needing attention according to the experience of media invitation, aiming to let new partners in the field of public relations fully understand the media invitation work.
Media invitation process
I. Confirm the list of invited media
Second, call the relevant person in charge, invite the media to participate and send an invitation letter.
1. For the media who come to participate in the event, see when and how they will come (by car or by car). On the day they come, we will sort out an information package, which contains press releases, gifts, project information, sign-in, sign-in red envelopes and ask for business cards.
2. For the media who don't come to the event, let's see if we can send a press release. If they do, we will send a press release on the day of the event. Then after they send out the press release, we will take back the relevant link address or newspaper as the background and send out red envelopes.
Third, after confirming to participate in the media, follow up to confirm the number, arrival method, specific person in charge and telephone number of the last media. Most print media release news the day after they get the information. The content of the news release should be arranged in the initial stage, at least to ensure that the reporter's interview work can be finished earlier and that the media can publish it the next day.
Matters needing attention in inviting media
1. Party A shall provide detailed information of the event, such as the address, time and process of the event, and the media unit shall decide whether to participate according to the event (if the media selected by the customer cannot participate, both parties shall communicate and negotiate to replace the spare media);
2. Party A or Party B shall prepare written news articles, pictures and other materials;
3. Online media and newspaper reporters: no equipment to carry;
4. TV station, online video media: with equipment, on-site interview and shooting. After the interview, edit the video content (the title of the video needs to be provided by Party A within 20 words). The later release time is about 3-7 days, depending on the actual broadcast date.
5. Party A's media reception personnel should do a good job in media reception, such as attending exhibitions and conferences, and Party A should prepare admission cards for media personnel in advance to avoid delaying the activity process;
6. Prepare the media sign-in form and other contents in advance. For details, please consult Ma Xiao Zhitu Media Consultant.
7. The media evaluates the content of the event and reserves the right to publish!
8. In order to ensure the smooth progress of the event, it is suggested to confirm the cooperation one week in advance, which is convenient for the media to arrange in advance.
Information for media reporters
The materials provided to the media are generally in the form of advertising handbags or file bags, which are properly sorted and placed in order, and then distributed to the news media before the press conference. The order should be:
1, meeting agenda
2. Press release
3. Speech
4. Introduce the background information of the speaker. (It should include the title, main experience, achievements, etc. )
5. Company Manual
6. Product description materials. (If it's a news release about a new product)
7. Related pictures
8. Souvenirs (or souvenir coupons)
9. Business card of the person in charge of enterprise news (further interview after news release, contact after news release)
10, blank stationery and pen (convenient for reporters to record)
Finally, Pony Media Consultant reminds enterprises to pay attention to the etiquette of media invitation. Although enterprises will invite the media to hold activities, it does not mean cooperation like buying advertisements. Media reporters are journalists. Different from advertising sales, they have the right to choose whether to participate in activities, and the media participating in activities also have the right to modify the content of published articles accordingly. Of course, as the head of corporate public relations, we should actively communicate with the media to maximize media exposure.