Small partners who are engaged in marketing or public relations positions may often encounter the invitation of the media to participate in activities. Often, time is tight and tasks are demanding. Without accumulating media relations, it is difficult to complete such an arduous task in a short time. Xiaoma Zhitu Media Consultant summed up the media invitation process and matters needing attention according to the media invitation experience, in order to let the 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, the media who come to the event, see what time they will come and how they will come (by car or by car). On the day they come, we will organize an information kit, which includes the press release, gifts, project information, sign-in, sign-in with red envelopes and ask for business cards.
2. For the media who don't come to the event, see if they can send a press release. If they do, we will send a press release on the day of the event. Then, after they send the press release, we will take back the relevant link address or newspaper as a background and send a red envelope.
Third, after confirming to participate in the media, follow up and confirm the number of the last media, the way of arrival, the specific person in charge and the phone number. Most print media publish news the day after they get the information. The content of the news release should be arranged at the initial stage, at least to ensure that the reporter's interview work can be finished earlier, and to ensure that the media will publish the next day.
Matters needing attention in media invitation
1. Party A provides detailed information of the event, such as the address, time and process of the event, and the media unit will decide whether to participate according to the event (if the media selected by the customer cannot participate, both parties will negotiate to replace the backup media);
2. Party A or Party B shall prepare written news articles, pictures and other materials;
3. Online media, newspaper reporter: no equipment to carry;
4. TV station, online video media: with equipment, on-site interview and filming. After the interview, edit the video content (the video needs a title of less than 20 words from Party A). The post-release time is about 3-7 days, depending on the actual broadcast date.
5. Party A's media reception staff should do a good job in media reception, such as attending exhibitions and conferences, and Party A should prepare admission certificates 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 Xiaoma Zhitu Media Consultant.
7. The media evaluates the content of the event and reserves the right to publish it!
8. In order to ensure the smooth progress of the event, it is suggested that the cooperation be determined one week in advance so as to facilitate the media to make arrangements in advance.
Information to be prepared for media reporters
Materials provided to the media, generally in the form of advertising handbags or file bags, 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 speech
4. Introduction of the background information of the speaker. (It should include title, main experience, achievements, etc.)
5. Company brochure
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 invite media for holding activities, it doesn't mean cooperation like buying advertisements. Media reporters are journalists, different from advertising sales, and they have the right to choose whether or not to participate in the activities, and the media participating in the activities also have the right to revise the contents of the published articles accordingly. Of course, as the public relations person in charge of the enterprise, we should actively communicate with the media and strive for media exposure to the maximum extent.