Virtual press conference 5 steps for successful implementation

How do you organize a successful virtual press conference? The first step is careful planning and organization. This includes setting the date of the event, selecting the participants, drawing up a detailed schedule and designing the invitations. All press officers are already familiar with these to-dos from the analog world. In the case of a digital event, there are two additional aspects that affect the subsequent organization.

Firstly, a decision must be made as to how and where the video production will take place. Many offices of the organizing companies already have well-equipped rooms available for this purpose. If no audience is planned on site, smaller rooms can also be considered. If the people who will be speaking in front of the camera are geographically dispersed, it is worth considering streaming the entire press conference remotely, i.e. from any location. In this case, technical checks are carried out with all participants in advance so that everything goes according to plan during the live broadcast and everyone feels well prepared. It is of course also possible to connect individual speakers.

Secondly, the choice of the right communication channel (tools) is crucial to the success of the event. As there are many alternatives for live streaming a press conference, the event organizers first need to carry out thorough research. This can take a lot of time, so it is advisable to use the somewhat quieter time between press conferences to search for the right tool. This allows you to compare several software solutions and test available functionalities so that you can then access the tried and tested platform at the next press event. The usually limited time immediately before the press conference can thus be used for content preparation and coordination.

For a successful virtual press conference, it is essential that the technical equipment works perfectly. High image and sound quality is of great importance, as it helps to convey the subtleties of the communication to the audience.

A teleprompter is often used for on-site video productions. With this tool, speakers can easily read out their speech or presentation while maintaining eye contact with the audience. This enables fluent and precise communication without the speaker having to lower their head or read text from the screen. A prompter therefore ensures a better connection with the audience and at the same time conveys professionalism and confidence. Especially in virtual press conferences, where the visual element is crucial, a prompter can make a significant difference and help to convey a strong and convincing message.

Another important aspect is the internet connection: a stable and fast connection is essential for the event to run smoothly. Before the press conference begins, all technical devices should therefore be tested and, if necessary, optimized to ensure a professional appearance.

As the person responsible for the event, you don't have to be a technical expert. Professional live streaming service providers take care of audio and video production, carry out location checks in advance and check the necessary technical specifications.

When choosing the right tool for streaming a press conference, you should be aware that there are a variety of options - from simple video chat tools to extensive virtual event platforms. It is important that the tools chosen meet the requirements of the event and enable smooth communication with the participants. In addition, all participants should be familiarized with the selected tools in advance to prevent technical problems during the event. Good preparation in this step is therefore essential for a successful online press conference.

Before the press conference is streamed live on the internet, it is important that all roles and responsibilities are clearly defined and distributed. The editorial team, the moderator, the technical team and, of course, the company representatives giving the presentation need contact persons on the day of the event who are well informed about all the procedures.

During the press conference, the moderators should create a pleasant atmosphere and follow a clear structure. It is advisable to draw up a schedule to keep an eye on the sequence of events. The duration of the agenda items presented by the company can be planned well. The second part of the online press conference, in which questions are asked, is somewhat more difficult to estimate. A buffer at the end of the event, depending on the number of people invited, can therefore be helpful. However, the time communicated in the invitation should not be exceeded.

The follow-up to a virtual press conference is just as important as the preparation and execution itself. Careful follow-up of the event helps to ensure that the press event is remembered for a long time and that a positive impression remains with the participants. This involves effectively summarizing the results and ensuring that all participants are provided with the information they need. One option is to create a summary of the key points in the form of a presentation and send it out afterwards. Sharing recordings (on the website, social media or via email) of the online press conference can also be helpful to give everyone involved an overview of the content.

More and more companies are relying on virtual press conferences to get their messages across to the public effectively. One successful example of this is the technology company Apple, which has been presenting its product launches digitally for a number of years, causing a stir worldwide. Other companies such as Siemens and SAP have also switched to online press conferences and have reported positive experiences. By using the latest technologies, companies can address their target groups in a more targeted manner and save costs at the same time. Digital communication also offers a high degree of flexibility and enables companies to operate internationally and disseminate their messages worldwide.

Virtual press conferences are playing an increasingly important role in the PR industry. They offer numerous advantages such as time and cost savings as well as greater reach. The selection of a suitable tool to meet the requirements in terms of quality and interaction is crucial for success. Technical preparation and interaction with journalists during the event also play a decisive role in success. Careful follow-up and presentation of the results round off the overall concept. Practical examples show that companies are already successfully using online press conferences and can therefore benefit from the numerous advantages. For future PR events, it is therefore advisable to also consider the option of streaming a press conference and to implement this professionally.