Guidelines on Faculty Supported Press Conference Press conference is one of the most effective channels to communicate with the public on our strategic development, notable scientific achievements, as well as efforts to translate scientific discoveries into medical advances that benefit our society and patients. To build a unified image of the Faculty of Medicine (Faculty), the Communications and Public Relations (CPR) team of the Faculty and Planning Office (FPO) will be responsible for organizing the Faculty s press conference, as well as coordinating requests for organizing press conference raised by units/departments/schools under the Faculty. To facilitate better understanding on the general principles and workflow for having a Facultysupported press conference, below please find the guidelines for reference. A) General Principles 1. All press conference requests should be raised to CPR, including the requests for using the Faculty s identity and logo in press conference jointly held by multiple parties 2. The Faculty will consider to support press conference that fits one or more of the following: i. published / confirmed to be published in journal / paper; ii. introducing new initiative supported by donation; iii. showing innovation or breakthrough which has potential research value / requires new skill-set; or iv. obtained Dean s prior approval 3. For predominantly clinical service enhancement, it will be processed / handled by the Hospital Authority (HA) according to mutual understanding of both parties 4. The number of press conference will be kept to a maximum of two per month, and not more than one per week 5. The Faculty owns the right to place Faculty logo and identity on all relevant press materials and collaterals 6. There should be no involvement / presence of commercial brand in the announcement of funded-projects or sponsored campaign 7. Any claims (e.g. Hong Kong s first / Asia s first / global s first) in the press conference should be well-supported by documents/proofs. 8. The presence of Faculty identity and logo in any press conference should have obtained prior approval or endorsement from CPR 9. The Faculty will follow up with parties concerned for any unauthorized use of the Faculty logo and identity in press conference, including the issuance of warning letter.
B) Recommended workflow on organizing press briefings Action 1 Inform Department Chairman or School Director concerned for the press conference proposed Suggested Timeline 2 Fill in the information sheet with details of the press conference such as proposed ^date, time and *venue of press conference ^Usually Tuesday and Thursday mornings are more preferred *If any specific venue that is not administered by the Faculty is preferred, the line department concerned has to secure the venue as well 3 Send the completed information sheet and (if any) relevant materials / journals / documentation proof to CPR CPR will call a preparation meeting to understand more about the overall key messages of the press conference, and provide counsel for the media angle At least 4 weeks in advance 4 Furnish CPR with supplementary information where deemed appropriate and necessary to proceed CPR will review the submission with the External Affairs Deaneries and make recommendation(s) to Dean for endorsement. CPR will also check with counterparts in the University / HA / relevant organizations to confirm the press conference date 5 Submit the draft of press release to CPR for editing In the interest of time, materials submitted should be in Chinese first At least 3 weeks in advance 6 CPR will clear the press release with the University s PR Office 2-3 weeks in 7 Submit full set of presentation slides to CPR and confirm the final version of press release to seek final endorsement from Deaneries advance At least 1 week in Advance 8 Raise requests to OME: for photographic services via here for AV set up, e-banner and signage artwork design services via here 10 Complete photo release form if patient(s) will be invited to do sharing a.s.a.p.
C) Overview of Resources / Materials to be Provided Resource / Material / Support Provided by School / Department / Professor Draft of press release Presentation slides Identify patients for sharing Raise job requests to OME for photography, artwork, AV support and production service (If any) Settle production and light refreshment cost Faculty Press release editing and press materials printing Liaise with counterparts in the University / HA / external parties to fix the date of press conference and confirm press materials Communication with media (invitation, registration, reception, coordinating postevent interview arrangement / enquiries) Briefing to patient Coordination with OME on production materials Venue setup D) Enquiry If you have any questions, please contact CPR for assistance: Emmy Lee (Tel: 2632 3799 / Email: emmylee@cuhk.edu.hk) Jackie Chan (Tel: 2632 4375 / Email: jackiechan@cuhk.edu.hk) Ruby Tam (Tel: 2632 2891 / Email: rubytam@cuhk.edu.hk) Annex: I: Information Sheet II: Photo Release Form III: Press Release Template (Chinese) IV: Press Release Template (English)
Annex I: Information Sheet Information Sheet for Organizing Press Briefings under the Faculty of Medicine School / Department / Unit: Topic: Key message(s): (around 50 words) Date of submission: Event spokesperson(s): Name: Contact No Email: Proposed period / dates: Option 1: Option 2: Proposed venue: Informed department chairman / school director: Date(s) available for discussion on the media angle: Contact person for logistics: PEC seminar rooms LiHS room 301 Others (please specify): Yes / No *delete as appropriate Option 1: Option 2: Name: Contact No Email: Please send the duly completed form to the Assistant Communications Manager of Faculty and Planning Office (FPO) attention to: Ms. Ruby Tam via rubytam@cuhk.edu.hk / 2632 2891 or Ms. Jackie Chan via jackiechan@cuhk.edu.hk / 2632 4375
Annex II: Photo Release Form
Annex III Press Release Template (Chinese) 致新聞編輯 請即發放 TEMPLATE 中大醫學院中文新聞稿範本 香港中文大學 ( 中大 ) 醫學院一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一一 201X 年 XX 月 XX 日 傳媒查詢 : 香港中文大學醫學院助理傳訊經理 XXX 先生 / 小姐 ( 電話 :2632 XXXX)
Annex IV: Press Release Template (English) To News Editor For Immediate Release XX Month 201X TEMPLATE CUHK English Press Release Template The Faculty of Medicine at The Chinese University of Hong Kong (CUHK) XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. Media Enquiries: Mr/Ms XXX, Assistant Communications Manager, Faculty of Medicine, CUHK (Tel: 2632 XXXX)