Once you have confirmed briefings with the press at the event, send them a calendar invite for the date / time of your briefing. You should also send a confirmation email to them two or three days leading up to the event. The confirmation email should include your name, booth number, date and time of your meeting, and your contact information in the event of a schedule change.
Allow at least 30 minutes for each media briefing and do not double-book. Briefings will give you an opportunity to provide the press with an in-depth review of your product and also determine what products or news interests them. Some press prefer 15-minute meetings instead of 30. At a well-attended show, there is a lot to see and everyone is very busy, so please be prepared for the press to show up late and for potential no-shows.
Each person who is authorized to speak to the media on behalf of your company should be prepared for briefings, fully understand your company’s product, value proposition, history and industry landscape. Founders and CEOs who are friendly, confident, knowledgeable and enthusiastic will be the ideal spokespeople for media briefings. Develop talking points for your spokesperson and walk-through the talking points with them prior to the event so they understand what messages are important to convey.