Press conference and product launch checklist: run of show, video, stream and media needs

What is the run of show for a press conference?

Keep it to 30-60 minutes. The usual order in Taiwan is emcee opening, a company speech, the product or announcement, media Q&A, then a photo op. Run long and reporters leave early for their next assignment.

A sample 60-minute run of show:

Time	Segment	Video and photo focus
T-2 hrs	Crew load-in	Cameras, internet test, audio feed
T-1 hr	Media check-in	Arrival photos, room wide
0:00	Emcee opening	Stream goes live
0:05	Executive speech	Speaker close-ups
0:15	Product reveal, video, demo	Product close-ups, slides fed directly into the stream
0:35	Guests and partners on stage	Group shots
0:45	Media Q&A	Mic the questioners too
0:55	Photo op	Speakers, guests and product
After	Group interview (聯訪)	Record or pick up extra shots

Send invitations 3-7 days ahead, or 2 weeks ahead for a large press conference.

How should you plan cameras and the live stream?

Start with who is watching. If only the press in the room matters, a photographer and one recording camera are enough. If clients, overseas headquarters or the public need to watch live, you need a stream.

Size	Suggested setup	Our price, half day (NT$, before tax)
Small briefing, one speaker	Photographer + 1-camera recording	23,000-29,000
Standard launch with stream	1-camera stream + photographer	38,000-48,000
Product launch, several guests, demos	2-3 camera stream + director + photographer	60,000-78,000
4+ cameras or an LED wall	Partner production team	From 90,000, custom quote

For market context: PRO360 lists press conference photography at roughly NT$5,000-12,000 for a half day, and one Taipei streaming studio publishes NT$30,000-80,000 for a 1.5-2 hour single-camera, single-platform press conference stream. All our packages are on the pricing page.

Camera positions:

1. Camera 1: straight on to the podium, medium shot of the speaker.
2. Camera 2: from the side, for product close-ups, guests and audience reactions.
3. Camera 3: a wide shot, or following questioners during Q&A.
4. Slides and videos: fed from the laptop straight into the switcher. Never film the projector screen.

What do reporters need? Mult box and pool feed

TV and online media want clean audio. A mult box splits the podium microphone into many outputs so each crew can plug in and record, instead of stacking microphones in front of the speaker’s face.

• Put the mult box at the front of the press area, labeled, with enough outputs for the media you expect.
• Ask the venue or AV company if they have one. If not, rent one.
• If TV crews want a direct video feed, mention it when you request a quote and we will plan an output.
• Give the press area power and reliable internet so reporters can file from the room.

Backdrop and lighting

The backdrop appears behind every press photo, so it ends up in every story.

• Choose a matte material. Gloss reflects flashes and stage lights.
• Place logos at head height on both sides of the speaker, so they show wherever the speaker stands.
• Light the speaker’s face from the front. Ceiling light alone leaves dark eye sockets.
• If an LED wall is the backdrop, turn it down or the speaker becomes a silhouette.

How fast do you need press photos?

Press releases often go out within hours of the event, so agree on photo delivery in advance.

1. Write a must-have list: speaker close-ups, product shots, guest group photo, room wide.
2. Name one PR contact on site to pick which shots get edited first.
3. Our edited photos normally arrive within 3 working days, or 48 hours with a 20% rush fee. If you need selects within hours, tell us when you book and we will plan on-site selection and quote it.

More on delivery on the event photography service page.

Streaming to YouTube, Facebook and LinkedIn

Set up each platform’s permissions ahead of time:

• YouTube: the channel must be verified, with no live streaming restrictions in the past 90 days.
• LinkedIn Live: more than 150 followers or connections, an account at least 30 days old, and a third-party streaming tool. On a company Page, only admins can go live.
• Facebook: in Live Producer, pick the Page, then send us the server URL and stream key. Keep the key private, since anyone with it can stream to your post.

Tell us at the quote stage if you want several platforms at once. Every stream we run uses a wired line plus a 5G backup and a local recording. The live stream quote checklist covers what else to ask.

Press conference timeline

When	What to do
4 weeks before	Book venue and date, request a video quote
2 weeks before	Send invitations for a large event; confirm platform access
1 week before	Lock run of show, speakers and must-have shots; confirm mult box and internet
3 days before	Send standard invitations; finalize slides and videos for the director
Day before	Site visit or rehearsal, internet test
On the day	Load-in 2 hours before, tests finished 1 hour before
After	Press photos as agreed, edited video within 5 working days

Common mistakes

• Filming slides off the projector, so the stream can’t read them.
• No mult box, so the podium disappears under microphones.
• A glossy backdrop that puts a white glare in every photo.
• Finding out the day before that the LinkedIn account can’t go live.

See the press conferences and launches page for crew plans, and how to live stream an event for the full streaming walkthrough.