News Conference Checklist

Facility

Assess the event location prior to booking and on the morning of the event.

______Site satisfactory
______Space adequate
______Accessible for physically disabled
______Parking available
______Outdoors—grounds in good condition

Equipment

Test all equipment before and on the day of the event. Allow time for replacement and know whom to contact about equipment problems.

______Microphone/speaker(s)
______Podium (may have a microphone built-in)
______Platform/stage
______Visual equipment (e.g., laptop, screens,
            easel, charts)
______Heat/air (i.e., where controls are/how to
            adjust if necessary)
______Video/audio recording equipment, including
            “mult box”
______Seating
______Registration table
______Sign holders

Materials

______Signage (in addition to that of the facility)
______Sign-in sheets
______Name tags for special guests and speakers
______Media kits (i.e., folders with news releases, fact
            sheets, graphs, charts and other relevant material);
            bring some extras
______Pads and pencils
______Participant materials (e.g., extra set of talking points,
            releases, background information, etc.)
______Telephone service and Internet dial-up if needed

Staffing and Set-up

______Speakers
______Greeters
______Staff on-hand and in-place
______Photographer
______Refreshments
______Clean-up