Insights & News

How to Prepare for a Newsworthy Medical Meeting


Scientific sessions are a unique opportunity to build media relationships for your organization and experts. A strong media program can boost your brand and promote public understanding of scientific advances within your field. For more than 15 years, BRG has successfully managed press programs for medical meetings and scientific sessions.

Explore our best practices on how to invite and engage with media, as well as ways to maximize visibility for your brand.

Before the Meeting:

  • Invite media early. Start outreach at least 3-6 months in advance.
  • Consider virtual engagement options. A hybrid approach may increase media coverage. Embargoed access to data will help increase coverage from nonattending outlets.
  • Develop a relevant press program. The communications team should weigh in early on selected science to offer a mix of newsworthy topics that align with your organization’s priorities.
  • Identify and engage your spokespeople. Even if your experts have been media trained, plan a prep meeting to review messaging and establish an interview coordination process.


During the Meeting:

  • Establish and align an embargo policy. Make sure all release times align with presentation times, simultaneous publications, press briefings, etc.
  • Maximize the media experience. Share daily emails with reminders, and ensure the press room is staffed with a member of your communications team at all times.
  • Activate a social media strategy. Select a range of content that highlights leadership, data outcomes and trends from the meeting.
  • Manage leadership time. Consider office hours for media to speak with key experts.
  • Create a local market halo. Include host city media in your media strategy as a way to promote your organization’s position and point-of-view.


After the Meeting:

  • Carry media relationships forward. Continue to be a resource for relevant stories beyond the meeting.
  • Debrief with your stakeholders. Gather opinions from your communications team, leadership and spokespeople.
  • Continue the social media dialogue. Create additional content highlighting meeting media placements, outcomes and experts for different channels.
  • Plan for next year. It is never too early to think about ways to evolve your PR support.


Learn how we can set you up for success from start to finish by clicking here.