Conducting press conferences has turn out to be an accepted means of issuing information to the press. A press conferences should never be called merely to handout a development or information which could be covered merely to handout a development or information which could be covered equally well by a press release. The chief justification for holding a press conference is that the subject is a significant one likely to elicit plenty of questions from the journalists present.
A press conference should never be held as a routine affair. It should be held to announce all major policy decisions and important announcements. Press conferences can also be agreed for other officers on specific subjects if they are allowed to communicate with the press.
The invitees to the government press conference are normally all accredited cameramen and representatives from radio and T.V., etc. In the case of private organization all correspondents who normally cover the organization are requested to the press conference. Official invitees to the press conference should be reduced to the minimum. The information officer or public relation officer or public relations officer should brief the speaker in advance concerning the correspondents and the nature of questions likely to be asked. Where business houses have public relations officer, they should fully brief the subject-matter so that the executive can speak with informality and ease. Before the press conference initiates they should also gave a proper but brief introduction of the speaker and the subject. Invitations to the press conference should be sent well in advance indicating the date, day, time, subject and venue of the conference his designation or status should be declared.
In case of significant press conference it is needed to tape-record the proceedings. Discussion on individual and personal cases should be avoided. Generally not more than half a dozen questions are to be allowed on any one aspect of the subject.
It is essential to prepare a comprehensive note on the theme of the press conference. This note should be spread a little before the press conference is scheduled to begin. This will help in many ways, particularly in checking facts and statistics.
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