Multiplying Your Conference’s Media Mileage

A media strategy is valuable for the success of a conference. An all-important question: why do you want the publicity, how much of it do you want, and when?

If the purpose is to create awarenesss for a conference, a media release or alternatively a flyer to go out several weeks before the event is a must. A news story is not the only option here – often a letter sent out to interested groups or a flyer may elicit an even better response in terms of registrations.

If you choose to highlight issues to be raised at the conference, then the media arrangement issues are different. You will then have the presence of invited media during the event.

TED’s media director June Cohen reports from the World Science Festival in New York via twitter

Early planning

Once you have decided that media coverage is important to your conference there are things you can do early on in your planning cycle to make everything run more smoothly later.

If you are booking an external venue ask for an extra private room or quiet foyer so that there is space for interviews to be conducted away from the hustle and bustle of the main session room.

This room should have a phone connected for telephone interviews. It has become a must for conferences these days to have available wireless internet connection.

When writing to conference presenters or requesting conference papers, you may add a box with the following questions:

Conference media checklist I am happy to be interviewed by the media about my research and my conference paper. YES NO (please circle one)I am willing to give interviews to journalists from… Television,Radio,Press,Blog (Tick any or all)During the conference I will be contactable on ………………………………………(Please provide contact telephone number) In the lead up to the conference I can be contacted at …………………………………. (please provide email, fax or other address) Please enclose an abstract or summary of your conference paper so that a media release can be prepared if required. No media statements will be issued without your prior approval.

The completed form will help greatly when approaching media for assistance with publicity for the conference.

What type of press con must you run?

Some conferences deal with an array of information that can be misinterpreted if expert one-to-one analysis is not provided. For example if the conference is likely to deal with critical issues say, bioethics, or if papers to be presented are likely to discuss issues that are already being reported sensationally in the media, then you may want to run a closed conference.

A closed conference requires more hands-on media management. It is likely you may still want some research to receive coverage. In this instance media releases can be prepared beforehand and issued during the conference and appointments can be arranged for interviews with key researchers. In this instance the pre-planning discussed above is essential.

Many conferences do provide great opportunities to get strong and widespread coverage for important research. For journalists, a well-managed conference can be a great opportunity to break new stories. In your planning you should discuss the closed or open options with the convenors. If you are planning an open conference be prepared to invite journalists to the conference and to pay for their lunch or a place at the conference dinner

Also be prepared to give them some guidance on the most interesting research that will be presented (this is where the checklist provided is really useful and where the News team can advise on what might be most newsworthy).

Assign Conference Spokesperson

How many conference organizers have created chaos by not enlisting someone to speak for and about the conference? It pays to decise early on who the spokesperson for the conference will be and make sure they have the time and space to do that job properly.

The conference secretariat may be unable to take on that role and still be expected to also organise brochures and other bits and pieces. It helps to divide the tasks and see the spokesperson’s role as an important function.

Make sure the spokesperson is contactable even after conference hours. There should be two key contact numbers for the conference (preferably mobile numbers). One should be the conference spokesperson and the other should be for the conference secretary.

When sessions are on, the conference secretary may take media enquiries and note down the number, name, and outlet a journalist represents and what they are interested in, or who they want to interview.

The conference spokesperson should be prepared to take calls and do interviews on general issues related to the conference. The News team can also take media enquiries but must have a reliable point of telephone contact at the conference so that they can pass on media requests in a timely fashion.

Checklist for Media Planning

• Make provision for media interviews at the conference venue – book some quiet space
• Make sure there is a reliable contact number for media enquiries
• Be clear about who will be the spokesperson and give that person time to fulfil that role
• Publicise only the research or papers that have been written by people who are willing to engage with the media
• Be sure to ask presenters if they would like media coverage for their research
• Decide if you want to invite journalists to sit in on the conference
• Make sure you badge and brand the Conference well with quality signage, souvenirs or conference brochures

The IBM Global CEO Study 2008: Unveiling the Enterprise of the Future

IBM recently launched their Global CEO Study. It is by far the largest study of chief executives ever conducted. We thought it gives insights of the deepest level which reveals a phenomenal increase in the number of global business leaders who see their roles as one that lends itself to addressing and managing change. The study also interestingly highlights how the ability to absorb and manage change is widening the gap between winners and losers in the global economy.

CEOs reported a surprising level of optimism about change as an opportunity to build new competitive advantage. Yet at the same time, CEOs report their ability to effectively manage change is increasing at a far slower pace. Many trends were identified in the study and we recommend it as a brilliant read for CEOs and business leaders. They point specifically to their own customer base as the source of the most important changes they will have to address. The study explores two phenomenons – two new set of customers that have recently evolved: the ‘information omnivore’, and the ‘socially-minded’ customer.

Here they come: the Information Omnivores

The “information omnivore” craves all types of information and often broadcasts its views and expectations worldwide via the Internet. These customers are said to be “swapping passive roles for much deeper involvement. Consumers are becoming “producers,” often creating entertainment and advertising content for their peers, while demanding flexibility and responsiveness from companies with whom they choose to do business.”

The study shows the impact of the information omnivore is driving investment in every major geography. In Europe alone, CEOs indicated they plan a 23 percent investment targeted at these customers over the next three years, a 20 percent jump from the previous three years.

The Rise of the Socially Minded Customer

CEOs are in accord that customer expectations around corporate social responsibility are increasing, and that this will play an important role in differentiating an enterprise in the future. Customers are coalescing around organizations humane concerns – including, but not limited to “green” initiatives — and are increasingly demanding socially-minded products, services, and even supply chains.

The Global CEO Study is conducted on a biannual basis, and provides a benchmark and a blueprint for global business trends. For more information on additional findings from the study, visit www.ibm.com/enterpriseofthefuture.

You may download this study free. Get a PDF copy of this study here.

Great Moments in Conference History: The Hague Conferences and the Unending Cause for World Peace

“A political victory, a rise in rents, the recovery of your sick, or return of your absent friend, or some other quite external event, raises your spirits, and you think good days are preparing for you. Do not believe it. Nothing can bring you peace but yourself. Nothing can bring you peace but the triumph of principles.”

Ralph Waldo Emerson

Peace Palace, the Hague, Netherlands

Over a century ago, on a summer such as this, the cause for world peace and justice was first taken up at an international conference. The growth of institutions and values that strive to protect civilians, regulate conflict, and ensure human security today, can be traced to last century’s efforts in The Hague.

Initiated by Czar Nicholas II of Russia, and hosted by Queen Wilhelmina of the Netherlands, the First International Peace Conference was born in the Hague in May,1899.. It was a conference convened not to settle an existing war, but to focus on building lasting world peace. The Second Hague International Peace conference was held in 1907. These conferences made historic advances in the development of international law and institutions.

More recently, the United Nations declared 1989 – 99 the UN Decade of International Law. The origins of this UN Decade can be traced to joint conferences in the summer of 1989, also at The Hague, which gathered non-governmental organizations, and a group of member states. The desirability of a Third Hague Peace Conference was written into the original UN resolution, as well as annual UN General Assembly reports and resolutions documenting the fulfilling of the peace goals of the Decade.

On the treshold of the 21st Century, the campaign of The Hague Appeal for Peace was highlighted by a major international citizens’ peace conference held May 11-16, 1999 in The Hague on the 100th year of the First Hague Conferences. Gathering some 10,000 participants including world leaders, Peace Nobel Prize Laureates and activists from across the globe, the conference developed The Hague Conference Agenda for Peace in the 21st Century.

To this day, we are witnesses of how the road to lasitng peace is a long, lonely one. But we will remember that these conferences opened up a venue in which different elements of civil society are able to exchange ideas, develop global linkages, and strengthen their capacity to achieve the main goals for lasting world peace. And that was all because one summer, a band of thoughtful, well-meaning people, has set forth the momentum in the First Hague Peace Conferences.

At the Conference Live: Supernova 2008 Connects with Wharton School of Business

For the last seven years, Supernova conference has anticipated critical developments leading to this days’ ultra networked era. At Supernova, CEOs and bloggers, entrepreneurs and academics, practitioners and visionaries, policy experts and industry thought leaders share insights and build relationships. Only Supernova connects Wharton, one of the world’s foremost business schools, with deep understanding of technology.

Supernova embraces the changes sweeping our world, and the tools that often make the “former audience” better connected and informed than the experts. log on to find the people and ideas that will shape the future of business.

This year the conference will be broadcasted live from June 16, 2008 to June 18 2008 on the Supernova 2008 Mogulus channel.

Hosted by Kevin Werbach and co-produced by The Wharton School, the Supernova Conference examines the profound impact of an increasingly connected world.

Yahoo CEO Jerry Yang at the Conference Lately: Where Bids Have Fallen Short

It has baffled many how that bid could not be consummated. But it’s all over the news, Yahoo faces the threat of mutiny from shareholders unhappy with the way its board handled a bid offer from Microsoft Corp. that was ultimately withdrawn last month.The software giant withdrew its $47.5 billion bid, the Yahoo board wanted $37 per share, or about $52 billion.

Yahoo CEO Jerry Yang in his most recent conference moment at AllThingsD (Photo by AP)

In an effort to engage a crowd of influential web personalities at the The Wall Street Journal’s “D: All Things Digital” conference, Yang stood by his handling of the deal and painted a bright future for the Internet pioneer Yahoo. Speaking to conference goers at AllThingsD Yahoo CEO Jerry Yang repudiated the image being painted of the company he co-founded as “under siege” and announced on the contrary that the company is in for better times as they rally to streamline Yahoo’s offerings and make it more relevant to consumers and to advertisers.

Yang and Yahoo President Susan Decker said the company was reorganizing around four pillars: home page, search, mail and mobile services. “The essence of Yahoo is being defined today,” Yang was quoted “We have to be incredibly relevant to the consumer. We want you to start your day at Yahoo.” Pleading for time in what could be a last ditch effort to turn yahoo around, Yang said “I know people want to see results,” he reportedly said. “But I think we’re starting to show Yahoo can be on this path to being a different entity.”

Yang defended his handling of the failed Microsoft talks, saying he was committed to building value for long-term shareholders even at the expense of short-term gains. He blamed Microsoft for deep-sixing the deal and indicated that regulatory and other concerns played a role. He has said the deal fell apart over price disagreements. Yang said however that he was still waiting for a clearer proposal from Microsoft but was vague about the shape any possible partnership could tak. Microsoft CEO Steve Ballmer said Tuesday in his own talk at the conference that the two companies were in “ongoing discussions” about developing a partnership. But more recently, it is final that Yahoo has partnered with Google instead, read about it in this breaking news. Well, Yahoo for all the press it is getting, may indeed be in for better times, you’ll never know. The subject is old and the plot is tired, but can exciting twists still turn up afterall in the Microsoft-Yahoo supposed bid gone bust?

There you have it folks, here on the Conference Bay blog, we are committed to keep you updated on the hottest industry topics with snippets of cool conference moments. Head on to the ConferenceBay site to view our newest offerings. Discover a smart, new way to find, book and save up to 60 % on your next conference seat Check out the coolest, new thing in conference going — an online conference bidding tool that has been getting rave feedbacks from both individual delegates as well as corporations big and small, where you can name the price you are willing to pay for your conference of choice. Head on now, where every bidder can potentially walk away as a winner !