How-to Guide: Managing Media at Events

The Public Relations (PR) team at CBS MarComms is here to help faculty, staff, and student groups navigate media involvement at events. Whether you're hosting a major conference, speaker series, or special event, media presence can amplify your event’s reach and strengthen the School's visibility. Follow this step-by-step guide to ensure smooth coordination with the press.

Step 1: Determining Media Involvement

  • Assess Media Value: Before inviting the press, consider the media appeal of your event. Key factors to evaluate:
    • Will the event feature high-profile speakers, groundbreaking research, or significant newsworthy topics?
    • Is it aligned with current trends or media interests (e.g., business, finance, innovation)?
    • Does it highlight important initiatives or community impact that reflects positively on CBS?
  • Reach Out to the PR Team: If you think your event is a good fit for media coverage, contact the PR team as early as possible. We will:
    • Help you assess the potential for media interest.
    • Coordinate with SKDK to ensure your event aligns with ongoing PR efforts.
    • Begin planning the necessary logistics for media involvement.

Step 2: Preparing for Media Presence

  • Obtain Speaker Consent: Ensure all speakers and panelists consent to media coverage before inviting the press. This is crucial for protecting both CBS and the individuals involved. Either the host or PR team can request press consent, based on the preference of the host and/or relationship with the speaker. 
    • Consent forms will be provided and managed by the PR team. 
    • Clear guidelines for speakers will be set regarding media interaction, primarily based on the speaker's preferences and requests.
  • Media Invitations:
    • The PR team, in partnership with SKDK, will notify our curated media list about the event.
    • If you plan to invite specific press contacts, please notify the PR team to ensure we coordinate and avoid overbooking or conflicting interests.
    • Allow a minimum of two weeks’ notice for the media invitation process.

Step 3: Managing Media On-Site

  • Press Check-In: The PR team will staff a press check-in area to manage media relations and provide badges or credentials as needed.
    • Ensure a clear registration process for media attendees to track their participation.
    • PR will also facilitate any specific media needs, such as reserved seating or interviews with key participants.
  • Media Logistics:
    • Interview Opportunities: The PR team can help organize interviews or Q&A sessions with speakers, both before or after the event, as appropriate.
    • Photography/Filming: Notify the PR team if the press will need access to film or photograph any portion of the event. We can help manage logistics for optimal media coverage.
    • Press Seating: If your event includes a meal or formal seating, a designated press area will be provided. 
    • Ticketing: Please note that press do not pay when attending an event, so all tickets should be provided free of charge.

Step 4: Post-Event Follow-Up

  • Media Coverage Tracking: After the event, the PR team will monitor any media coverage that resulted from the event. We will:
    • Compile a report of media mentions and links to articles or segments.
    • Share coverage highlights with event organizers for future reference.
  • Thank You and Relationship Building: The PR team will follow up with media contacts to thank them for attending and maintain good relationships for future engagements.

Tips for a Successful Media Engagement

  • Timing Is Key: Notify the PR team at least two weeks before your event to ensure proper planning and media outreach.
  • Clear Communication: Keep all event details, such as speaker bios, agenda, and talking points, readily available for media to reference.
  • Flexibility: Be prepared for last-minute media requests or adjustments. The PR team will handle these, but flexibility from the event organizers is helpful.
  • Expect the Unexpected: Be ready for unexpected questions or interviews, and rely on the PR team to manage spontaneous media interactions.

What to Do If Press Show Up Uninvited

If the press arrives uninvited at an event, follow these steps based on the nature of the event:

  • For Events Open to the Press:
    Contact the PR team immediately for support. If the speakers have consented to media presence, the host can manage the press as usual. If consent has not been obtained, politely inform the media personnel that coverage cannot proceed without prior approval from the speakers.
  • For Events Not Open to the Press:
    Politely inform the media that the event is off the record and not open to press coverage. Make sure to collect their name and media outlet, then notify the PR team as soon as possible so that they can follow up accordingly.

Contact Information

For media inquiries or to request media involvement at your event, please reach out to the CBS MarComms PR team.