How to Plan a Media Event

If you are hosting an event and intend to invite media, or believe media may attend because it is a public event, we recommend you contact the UBC Media Relations team to discuss in advance. Contact media.relations@ubc.ca or 604.822.6397.

The following information outlines points you should consider. You can also download a PDF version of our checklist.

Outreach

  • Develop a media outreach plan (including some of points below).
  • Send invitations to media outlining the what, when, where, why, include RSVP contact and date, and directions and parking information.
  • Send out a reminder on the morning of the event. When media RSVP, ensure they have a meeting point and a contact person.
  • Follow-up with assets during or immediately post- event (news release, photography, video via file sharing service).
  • Consider if you need to give a heads-up to other internal or external stakeholders: Internal Communications, Government Relations, Community Engagement, faculty or unit communicators, Ministry (contact the University Affairs team in Media Relations if you need guidance here).

Wayfinding and parking

  • Determine where the nearest parking is and send media a UBC Wayfinding link or Google Map link.
  • Determine whether you need to allocate VIP/media parking and if so, request from UBC Parking Access Parking Services (604.822.6786 or parking.support@ubc.ca).
  • Assign staff member to assist with directing media and attendees at the entry of the venue.
  • Request wayfinding signage from the venue coordinator.

Event space

  • Provide a table for members of media to sign in and receive lanyards indicating they are members of the
  • Assign seats or an area for members of the Allow enough space for cameras.
  • Dedicate a quiet area for interviews with media if possible for specific requests.
  • Determine areas where media can roam/access and areas that are out of bounds to avoid confusion.
  • Provide appropriate signage.

Media sign-in table

  • Coordinate signage (tabletop sign available from Media Relations; two UBC banners available from Brand & Marketing.
  • Provide badges/lanyards for media (available from Media Relations) and a return drop-box for lanyards. Assign 1 or 2 staff members at the media sign-in table.
  • Take clipboards and sheets of paper / RSVP list.

Assets

  • Determine how you will share informational and visual assets with media and stakeholders (printouts of advisory and/or backgrounder; USBs with video/images/documents; digital links to assets shared by email or social media).
  • Include UBC contact with email and cell number in all assets.

Video & photography

  • Determine the need for a photographer and/or videographer to record the Brief photographer, videographer including desired shots and timings.
  • Ensure credit attribution is
  • Ask venue coordinator if permission to film is
  • If venue allows it, consider hanging posters to inform attendees of videography/photography/media’s presence, assuming consent.
  • Dedicate an area for people not wanting to be on

Social media & digital support

  • Determine social media needs prior to, during and after the event and staff accordingly.
  • Determine if a live webcast is
  • Determine appropriate handles and hashtags if applicable, for social media posts.
  • Social media & digital support
  • Determine social media needs prior to, during and after the event and staff accordingly.
  • Determine if a live webcast is
  • Determine appropriate handles and hashtags if applicable, for social media posts.

Audio visual

  • In your audio-visual setup, consider renting a media feed box to enhance the audio recording for media. Contact UBC IT AV or external vendor for equipment rental (N.B. Preferred vendor = Focus AV).