5 ways to successfully coordinate media interviews

By Posted in - Blog & Media Relations & Public Relations & Special Events & Strategic Planning on May 14th, 2013 0 Comments

Here in the Full Circle PR world, ‘tis the season’ for client events. It seems as though each of our clients has something special going on every week, and we love being a part of it! Special events mean lots of media coverage, and media interviews are typically a must.

We have had the opportunity to coordinate all types of media interviews with outlets ranging from community papers and national broadcasts stations to trade publications. Through these opportunities, I have gained a lot of experience and valuable tips for coordinating successful client interviews surrounding special events.

  1. Provide background. – An obvious suggestion would be to provide the media contact background information prior to the interview, including the press kit. However, I think it is also very important to keep your client informed. Let them know what angle the reporter/editor is taking, why they wanted to cover the story and what type of outlet they are from. It helps the client prepare and make sure they are talking about relevant information.Interview
  2. Confirm and Verify. – Check-in with the media contact the day of the event to verify their original confirmation. Journalists and reporters have a million different things going each day, and the last thing you would want is to waste your client’s or the media’s time as a result of miscommunication.
  3. Inform.I’ve found the easiest way to help out my clients with several interviews at an event is a hard copy schedule. On the Kyle Petty Charity Ride we provided hand written interview schedules under each interviewee’s door for the next day. For all call-in interviews we also sent reminder text messages with the time of the interview, media contact information and outlet information. It’s best to always make sure they are informed.
  4. Connect.Special events can be quite hectic, and it’s important to make sure your client doesn’t get lost in their supporters at the event. Upon arriving at events we try to find the media contact first and the client immediately after to connect them as soon as possible. 
  5. Thank. It’s important to thank the media for taking the time to come out and cover your event. I always try to thank them in person and then again through a follow up email after the event to make sure they do not need additional information.

I think it is important to have a plan of action for media interviews at any event. You never know what the turn out will look like, and you want to ensure media and client satisfaction. What helpful tips have you learned?

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