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- Determine extent of media access. Will all media, no media or a media pool (select media who will relay information to other journalists reporting the story) be allowed to cover a specific event, such as the first day back at school?
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- A media pool might consist of one still photographer and print reporter, one videographer and reporter, and one radio reporter. A member of the communications staff or other staff member should escort each media representative to the designated press area.
- Determine policies on coverage. Set parameters for media, including designated area, what can and cannot be photographed, and when they arrive and leave the site.
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- If the event or the venue is public, the media cannot be prohibited from attending. However, you can ask the media to stay in a designated area and respect the privacy of individuals.
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- Establish an area where press conferences and prearranged one-on-one interviews take place.
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- Determine whether media will be allowed access to the school grounds or school building.
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- Credential reporters. Get names in advance of the event and provide badges. Set up a check-in system and have credentialed media escorted to the designated area.
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- Host a media summit. Invite reporters and editors to meet with communications staff and district officials to talk about ground rules for covering special events. Invite a mental health professional to provide information about the media’s potential impact on retraumatization.
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