Breaking News: Five tips for planning the perfect media call
Angela Bacic, February, 2023

Media calls can be an incredibly effective tool for getting a message out to the world. 

Whether it’s announcing a new product or event, or holding a press conference, a well-planned media call can help you connect with journalists and get the story in front of a larger audience.

However, planning the perfect media call can be a daunting task. There are a lot of moving parts to consider, from the timing and location of the call to the materials needed to communicate the message.

So, what is the secret to a perfect media call? Here are five things to keep in mind when planning.

Location, location, location

The location sets the scene. Having a media call in an easily accessible location helps boost the number of media attending. If it’s outdoors, factor in the weather as it can affect visuals and audio and ensure media have access to parking. Also consider whether you need a microphone, or visual display (pull up banners, media wall, etc.) and if there is a power outlet accessible.

The earlier the better

Timing is everything when doing a media call. Many television news stations and print/digital journalists have deadlines to meet daily, so getting in early is a must. Holding a media call mid-morning around 9-12pm on a weekday offers the perfect opportunity for maximum coverage.

Picking the right spokespeople

Opt for spokespeople that are personable and comfortable in front of the camera. You don’t want someone who is dry and answers questions shortly or in a monotone way. Usually, two - three people will need to speak, depending on the reason for the media call, but you’ll always need a case study. Establishing a time to do media training for these spokespeople and review key talking points, is also vital to a successful media call so they don’t freeze up once the questions start flying.

Preparation is key

With so many moving parts to a media call, it’s important to be organised to get the message out there. It’s good practice to alert journalists about the media call a week prior, including information on where it will be held and who will be in attendance, so it is on their radar. Then two days send a reminder, then follow up with journalists and TV news desks the day of the event, to confirm who will be attending the event and if they need further information.

The value of VNR and photos

Soon after the event starts wrapping up, confirm with journalists and TV news to make sure they have all that is needed. There’s always a chance reporters and journalists were unable to make the call due to scheduling conflicts so it’s good practice to send out a Video News Release along with B-roll and photos soon after the event that they can use it for their news bulletins. It’s also good practice to share news coverage via social media for maximum publicity.

Bonus tip: Responding to questions

One of the hardest parts of managing a media call is not knowing what’s going to come up. Prepare as much as you can beforehand and craft some responses to anticipated questions. Going in prepared is always better than going on the fly. Keeping up to date with the latest news and discussions on social platforms is also a great way to stay ahead of the game. 

A well-executed media call can be an incredibly effective way to get your message out to a wider audience and generate positive publicity.

Interested to know more about how MediaCast can help with your media call? Find out more about our services here.