Holding Press Conferences at IMTS Becomes Exhibitor's Guide to Press Conferences at IMTS 2026
STEP 1: Secure Your Event (Critical First Step)
Before you plan your message, you must schedule your event. IMTS maintains a Master Schedule of Press Events. If you don't register, editors won't know you are hosting an event.
Option A: In-Booth Press Conference
- How to Schedule: You must inform IMTS to add your event to the master schedule.
- Action Required: Log in to your e-Kit and look for the "Press Event Scheduling" form.
- Best For: Live demos, noisy environments, or when you want high foot traffic.
Option B: IMTS Media Briefing Room
- How to Schedule: This room is free but requires direct coordination.
- Primary Contact: Nicole Flanagan (IMTS Media Room Manager)
- Action: Email or call Nicole to reserve a specific time slot. She will confirm availability and add it to the master schedule.
- Location: North Building, Level 4, Room N426 (Inside the Media Center).
- Best For: Quiet announcements, exclusive reveals, or when you need a controlled environment (seating for ~40).
Who to Contact for Scheduling:
- Nicole Flanagan (Media Room Manager): 262-893-9260 | nicole.flanagan@ymail.com
- General Media Inquiries: media@amtonline.org
- Chuck Schroeder (Media Rep): 414-467-3287 | chucks@imipr.com
Is a Press Conference Right for You?
☑ Use a press conference if:
- Your news is major, timely, and exclusive (e.g., product launch, partnership).
- You need a single event due to limited availability of key people.
❌ Skip it if:
- Your news is routine.
- You'd benefit more from 1-on-1 editor meetings (better for personalized storytelling).
Pro Tip: Editors often hesitate to ask questions publicly (fearing leaks to competitors). Always follow up individually after the event!
Venue Comparison
Feature |
In-Booth Event |
Media Briefing Room |
|---|---|---|
| Atmosphere | High-energy, noisy, busy | Quiet, controlled, professional |
| Capacity | Limited by booth size | ~40 seats + podium/mic |
| Demo Capability | Excellent (Live machines) | Limited (No heavy machinery) |
| Privacy | Low (Open floor) | High (Closed door) |
| Scheduling | Submit via Portal or Contact Nicole | Contact Nicole directly |
Step-by-Step: Planning Your Event
- Define Your Objective
- What is the one key takeaway?
- Is your news "Major" enough for a group event?
- Build a Tight Run-of-Show
- Keep it under 30 minutes.
- Agenda Example:
- 0-5 min: Welcome & Intro
- 5-15 min: Announcement/Demo
- 15-25 min: Q&A (Prepare for tough questions!)
- 25-30 min: Wrap-up & Next Steps
- Prepare Your Speakers
- Train them on key messages.
- Assign a moderator to keep time.
- Invite the Right Media (Personally)
- Email invites 2-3 weeks in advance.
- Personalize each invite.
- Confirm attendance 48 hours prior.
- Create a Strong Press Kit
- Press release (1 page max)
- High-res photos/videos
- Product specs/fact sheets
- Speaker bios
- Contact info
- Follow Up Immediately
- Send a thank-you email within 24 hours.
- Share additional assets.
- Offer exclusive follow-up interviews.
Quick Logistics Checklist
Task |
Deadline |
Status |
|---|---|---|
| Decide Venue (Booth vs. Room) | 6 months out | ☐ |
| Schedule Event (e-Kit or Call Nicole) | ASAP | ☐ |
| Verify Slot on Master Schedule | 2 months out | ☐ |
| Draft Press Release & Kit | 3 months out | ☐ |
| Send Media Invites | 3 Weeks Out | ☐ |
| Rehearse Speakers | 1 Week Out | ☐ |
| Test AV/Logistics | 24 Hours Before | ☐ |