5 steps for virtual press conferences

The way companies communicate with their target groups has evolved thanks to new technological possibilities. One of the most important developments in the field of digital communication is the virtual press conference. It offers companies an effective way to spread their messages to a wide audience while saving time and money. This article provides a step-by-step guide on how press officers can plan, organize, and conduct a successful virtual press conference. We provide tips on selecting the right tools, technical preparation, and interacting with participants during the event. We also present successful examples from companies that already use digital press conferences. With this guide, you will be well equipped to hold a professional virtual press conference.

What is a virtual press conference?
Step 1: Planning and organizing a successful virtual press conference
Step 2: Technical preparation – What equipment is needed for an online press conference?
Step 3: Choosing the right tool for digital communication
Focus on software
Step 4: It's showtime – Streaming a virtual press conference
Tips for successful interaction with press representatives during the event
Step 5: Follow-up – How can results be presented effectively?
Success stories from companies that already rely on virtual press conferences

A virtual press conference is a modern alternative to traditional press conferences and enables companies to convey their messages to journalists and other interested parties easily and effectively. Unlike conventional press conferences, digital events can be held from anywhere, saving time and travel costs. All you need to participate in an online press conference is a web browser and an internet connection. Questions can be answered in real time, which improves communication between companies and journalists.

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, creating a detailed schedule, and designing the invitations. All press officers are already familiar with these tasks from the analog world. With a digital event, there are two additional aspects that affect the subsequent organization.

First, a decision must be made as to how and where the video production will take place. Many of the organizing companies' offices 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., regardless of location. In this case, technical checks are carried out with all participants in advance so that everything runs according to plan during the live broadcast and everyone feels well prepared. It is, of course, also possible to connect individual speakers.

Secondly, choosing the right communication channel (tools) is crucial to the success of the event. Since there are many alternatives for livestreaming a press conference, event managers first need to conduct thorough research. This can take a lot of time, so it is advisable to use the somewhat quieter period between press conferences to search for the right tool. This allows you to compare several software solutions and test the available functionalities so that you can then access the proven platform for the next press event. The time immediately before the press conference, which is usually limited, can thus be used for content preparation and coordination.

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

A teleprompter is often used during on-site video production. This tool allows speakers to easily read their speech or presentation while maintaining eye contact with the audience. This enables smooth and precise communication without the speaker having to lower their head or read text from a screen. A prompter therefore ensures a better connection with the audience while conveying professionalism and confidence. Especially in virtual press conferences, where the visual element is crucial, a prompter can make a significant difference and help convey a strong and compelling 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 equipment should therefore be tested and optimized if necessary to ensure a professional appearance.

As the event manager, you don't need to be a tech expert. Professional livestreaming 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, it is important to be aware that there are a variety of options available—from simple video chat tools to comprehensive virtual event platforms. It is important that the tools you choose meet the requirements of the event and enable smooth communication with 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 assigned. The editorial team, the moderator, the technical team, and, of course, the company representatives giving presentations need contact persons on the day of the event who are fully informed about all 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 track of the proceedings. The duration of the agenda items presented by the company can be easily planned. The second part of the online press conference, in which questions are asked, is somewhat more difficult to estimate. It can be helpful to allow for some buffer time at the end of the event, depending on the number of people invited. 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 to the event helps to ensure that the press event is remembered for a long time and leaves a positive impression on the participants. The aim here is to summarize the results effectively and ensure that all participants are provided with the information they need. One option is to create a summary of the most important points in the form of a presentation and send it out afterwards. Sharing recordings (on the website, social media, or by email) of the online press conference can also be helpful in giving everyone involved an overview of the content.

Success stories from companies that already use virtual press conferences
More and more companies are turning to virtual press conferences to effectively convey their messages to the public. One successful example of this is the technology company Apple, which has been presenting its product launches digitally for several years now, causing a stir worldwide. Other companies such as Siemens and SAP have also switched to online press conferences and report positive experiences. By using state-of-the-art technologies, companies can address their target groups in a more targeted manner while saving costs. In addition, digital communication offers a high degree of flexibility and enables companies to operate internationally and spread 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 and greater reach. The key to success is choosing the right tool to meet the requirements in terms of quality and interaction. Technical preparation and interaction with journalists during the event also play a decisive role in ensuring 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 thus benefiting from the numerous advantages. For future PR events, it is therefore advisable to consider the possibility of streaming a press conference and implementing this professionally.