We all know that many companies understand that they need to promote their companies extensively in order to obtain a large number of orders. Only a small number of insiders and administrative institutions can seize the opportunity. Many hold press conferences, new product launches, and participate in some exhibitions. If we can invite authoritative local reporters and media to conduct on-site interviews and provide appropriate reports at this time, we will be able to do it with ease.
If an administrative institution does not have certain network advantages and relevant work experience, it is still difficult to invite reporters to attend a new commercial product launch conference like this, let alone mid- and late-stage publicity. At this time, it is necessary to hire professional media public relations The planning company provides certain media invitation services. Below, Hua Media House will share with you the specific process of inviting media reporters based on the media public relations planning company, which will help improve everyone's work efficiency.
1. Establish activity rules
Provide accurate event rules. At this time, the time must be actually arrived, such as 09:30 in the morning on December 8, 2019. Then the media reporters will have the total number in mind and will consider arriving at the scene in advance according to the actual situation, so that no lateness will occur. In order to prevent reporters from arriving late, some people report their thoughts one hour or even two hours in advance. This is completely unnecessary. Generally, media reporters will go to the scene 30 minutes in advance, which is completely sufficient time.
2. Establish the specific address of the event
Provide a detailed address of the event. The specific address should be assigned to the hotel room or the booth of the person. For example, J19, Hall 1.2, Area A, Guangzhou Pazhou Convention and Exhibition Center, so that media reporters can go directly to the venue to work, instead of continuing after arriving at one place. When calling the contact person, sometimes the contact person is busy, or the noise reduction function of the mobile phone is set to make the contact unreachable. The reporter has no choice but to wait, and then he may be late. Firstly, this is contempt for the reporter, and secondly, it may also harm the effectiveness of the event. .
3. Provide press releases
After all, this is a business negotiation, and reporters shirk their responsibility to write articles. If Internet media or book and newspaper media are invited, the bidding party must be prepared to reliably press releases in compliance with laws and regulations. Internet technology media (such as Tencent News) generally have a manuscript length of 1,000 words, which can be accompanied by 1-3 pictures. Graphic design media (such as Southern Metropolis) generally have a length of 200-300 words. If you invite small video media (such as Tencent official) or TV programs (such as Guangzhou TV), the bidding party must be prepared to dub and embed subtitles and include the names and positions of the core characters.
4. Provide media invitation letters
The media invitation letter can be in the form of pictures and videos, H5 format, or even text. If it is an independent invitation, the media invitation letter is very important for whether the reporter will come to participate in the event, but now we are talking about inviting reporters based on the media public relations planning company. If the above three points are provided, then the media invitation letter is irrelevant, because the media and public relations planning company is a professional and has the internal connection level to invite relevant reporters for you, but the premise is that your activities are as reliable and reasonable as possible.
5. Media to be invited
Tell us the type of media you want to invite (TV programs, newspapers and magazines, small video media, Internet technology media, anchors, KOL) and the number of media you want to invite, and let the public relations planning company determine it for you. If you don’t know what media are available and don’t know how much it will cost to invite, you will give a rough budget and the public relations staff will make an ideal match based on experience and details to ensure the actual effect of the event.
6. Establish cooperative media
After the above information is provided to the public relations planning company, it is usually possible to determine which media outlets need to participate in the event and then report on it on the same day. At this time, the tenderer must confirm the media reporters through agreement transfer according to the actual situation. Generally, one week in advance is more suitable, because The daily routine of media reporters is carefully planned in advance. If it is temporarily established, it is possible that the reporter has been booked by other companies and cannot agree to the activities.
7. Linkage of event planning plans
This step must be understood by the reporter in advance. It is best to give the reporter a flow chart after arriving at the scene, because the media reporter will not be able to stay on the scene for the entire process, or if there is a necessary interview session, please note that the interview time does not need to be arranged at the end of the event. Because reporters will leave after collecting the necessary material content to prevent reporters from being unable to interview. In addition, the interview also requires the tenderer to provide an interview transcript in advance to avoid the dilemma of the interviewee being unable to answer the questions asked by the reporter.
8. Media reception at the scene
Generally, if it is not a large-scale event, the media manager will assign a better media manager to return to the event and be responsible for comprehensive relations, connections, daily check-ins, on-site organization, and group visits/interviews for all invited media. It is best for the tenderer to send a professional receptionist to keep in touch with each other to facilitate active communication. After meeting each other, if there are any other explanations, they can be discussed on the spot. The media reporters should be assigned seats and drinking water on the spot. When the media reporters are ready to leave, a wedding souvenir may also be presented to enhance friendship, which is conducive to China-China relations. Later cooperation in publicity and planning.
9. Activity reports
After the event, the media reporters usually go home and report it in the corresponding media (TV broadcast, newspaper and magazine publication, video upload, Internet media publication) based on the press release prepared in advance by the bidder. After participating in the event, some media feel that the main content or title does not match the actual event, and certain modifications and improvements will be made without being informed in advance. In addition, if the tenderer wants to use photos taken by itself to be included in the press release, it must inform the public relations planning company and discuss with the reporter in advance.
10. Report on cooperation opinions and suggestions
After the event is reported, the media public relations department will ask the media invited to sort out and summarize the breaking information and submit it to the bidding party. The TV station will notify the bidding party in advance of the broadcast time, so that the bidding party can pay attention to it. Some TV programs have Internet technology broadcast links, small video media provide links, Internet technology media provide new links, website collection screenshots, and books, newspapers and journals media Some of them have data connections provided, and at least one sample newspaper/journal will be sent to the bidding party. Internet celebrity anchors provide playback connections, and KOLs provide links to publicity and planning plans.