Media Coordinator

Crucial in managing all media-related activities, ensuring positive coverage, and engaging with both local and international audiences.

A. Pre-Departure Preparation:

1. Develop a Media Plan:

• Outline objectives for media coverage, including key messages, target audiences, and desired outcomes.

• Identify media outlets and platforms (social media, newspapers, TV, online) for targeted coverage.

2. Press Kit Creation:

• Prepare comprehensive press kits containing information about the delegation, the purpose of the trip, profiles of notable participants, and the itinerary.

• Include high-quality images, logos, and any other relevant visual materials that media outlets can use.

3. Media Advisory:

• Send out a media advisory before departure, announcing the trip and highlighting its significance and any public events.

B. During the Trip:

1. Daily Updates and Social Media:

• Manage the delegation’s official social media accounts, posting regular updates, photos, and stories to engage followers.

• Monitor social media for mentions and engage with users to foster interaction.

2. Media Relations in Moscow:

• Coordinate with local media outlets in Moscow for coverage of the delegation's activities. This may include arranging interviews, press conferences, or exclusive stories.

• Facilitate media access to public events, ensuring they have all necessary information and materials for coverage.

3. Content Production:

• Produce and distribute content such as press releases, feature articles, and blog posts that highlight the delegation's experiences and achievements.

• Capture video testimonials or interviews with participants and key figures for use in promotional materials.

4. Crisis Communication:

• In case of any negative incident or emergency, manage communications to ensure accurate and responsible reporting.

• Work closely with the Project Manager and the government to release official statements or updates as necessary.

C. Post-Trip:

1. Media Reporting:

• Compile media coverage reports, including press clippings, social media mentions, and analytics, to assess the reach and impact of media efforts.

• Provide a comprehensive review of media activities and their outcomes, highlighting successes and areas for improvement.

2. Thank You Notes:

• Send personalized thank-you notes to media representatives who covered the trip, fostering good relationships for future initiatives.

3. Public Relations Material:

• Develop public relations materials summarizing the trip’s highlights and successes for distribution to stakeholders, including the government, participating institutions, and sponsors.

D. General Responsibilities:

1. Brand Consistency:

• Ensure all media communications accurately reflect the delegation's branding and messaging guidelines.

2. Media Training:

• Provide media training or briefings to delegation participants, preparing them for interactions with the press.

3. Accessibility:

• Be accessible to both the delegation and the media for inquiries, clarifications, and coordination efforts throughout the trip.