Was it only a year ago that you never saw an I-Pad at a media event?

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STEPHEN JOBS' DEVICES  HAVE CHANGED HOW PROFESSIONALS STAGE PRESS CONFERENCES FOR THE ARTS IN TORONTO THESE DAYS 

The day of cameramen staying off stage are over - OSC presser

Last month when the Ontario Science Centre (OSC) held a media launch for an exhibition of miniature working models of some of Leonardo da Vinci's greatest inventions, Massimiliano Lisa, curator of the traveling show, dedicated the day to the memory of Stephen Job. Lisa (no relation to Mona) compared the game changing genius of Da Vinci to the intellect of the recently departed head of Apple.
The room full of science geeks agreed with the visiting curator. Little did they know how much Stephen Jobs has changed how PR people like me stage media events – including the event they were at.
In the old days - a year ago - there was a certain never-stray-from blue print for the physical set-up of a press event. The appearance at pressers of the I-Pad, the I-Phone and vastly improved lightweight cameras, video recorders and audio recorders has forced publicists in the non-profit Arts sector to change how media events are set up and run.

BACK  IN 2010: there is a raised well lit stage, a podium (large enough to hold radio tape machines - and at an angle not too acute so they won't slide off), seating for 20, a raised platform for video cameras, a sound board where cameras and audio recorders can plug in and a check-in table where the media can leave their contact numbers and pick up press kits, DVD photo/avi files and small capacity memory sticks loaded with releases and photos. The audio speakers are hidden from view and there are power bars on the floor for the cameras and their lights.

Blogger with baby at CBC Canada Reads launch in Toronto.

NOW IN 2011 as many bloggers and social media journalists are showing up at pressers with Jobs-generation equipment as there are traditional media journalists. And while regular media people tend to travel in packs with bulky power hungry video cameras, a whack of large format cameras, lap tops (for post event editing) and bulky sound recording devices the needs for the social media are completely different. Publicists need publicity, and social media delivers just that ... social media attending events are as important as regular media so changes to the set up of the room have had to be made.

WHERE ARE THE AUDIO SPEAKERS?

At the McMichael Canadian Art Collection, (where I help out) a decision was made several years ago to have the public address speakers in the Great Hall hidden in the ceiling, 10-metres above the stage. The reasoning back then was that media would not record off the speakers but instead would plug into a soundboard to get a direct distortion-free feed from the podium microphones. Audio speakers were seen as a visual distraction.

I-PHONE IS A PORTABLE AUDIO RECORDER FOR MANY REPORTERS

This was a "sound" philosophy back then, but, nowadays it doesn't work that way. Many attendees at press conferences now use I-phones and other smart phone units to record the spoken word. Trouble is, there isn't a universal plug-in size for smart phones and digital recorders to record off those old technology AV sounds boards. Most I-phone journalists now stand as close as they can to event loud speakers and hold their phones like pizzas to record the sound until their arm gives out!

reporter uses IPhone to collect sound bites

I saw this last month at the Art Gallery of Ontario opening of a Marc Chagall painting exhibition. A social media reporter (see photo) wanted audio of the European curators talking about the Marc Chagall exhibition so he stood near the speaker columns and held up his I-phone to get the bits that he needed for his on-line radio show!

PLATFORM FOR CAMERAS NOT AS CROWDED AS IT USED TO BE

The traditional press conference platform for cameras on tripods was important to give unobstructed TV newsroom footage of the speeches. The raised platform gives a clear shot at the stage. Trouble is in 2011, with people using lightweight cameras, the static camera shot is no longer important.
At the Sun traditional photographers are going the way of the reel-to-reel recorder. Reporters are expected shoot stills, video and take notes at pressers. Nowadays reporters, social media practioners and  camera people are everywhere doing everything. Sitting on the floor in front. Standing in the wings. Getting shots from behind the stage.  Sometimes they aren't even in the room depending instead on SKYPE and on-line coverage of the conference (provided by the host of the presser).

SOCIAL MEDIA JOURNALISTS DON'T KNOW THEIR PLACE

Cameraman from mainstream media have to compete with new reporters who have no sense of the old press conference decorum (stay in your seat till the speeches are over) and are prone to wandering on the stage with their cameras in hand. Take a look at the posted photo from the Da Vinci press conference where a CBC TV crew followed a social media camera person and came right up on stage, uninvited, to get a close-up of a musician playing (for the very first time) the Leonardo invention of the Harpsichord-Viola.
And, with more and more reporters using I-Pads to shoot video, there is no need for a tripod. Their shot sequences, because of arm fatigue, tend to be very short. And the best I-Pad video shots are as close as possible to the action. Compare the footprint of an I-Pad reporter and a TV crew at the same AGO presser (for the Marc Chagall exhibition) as pictured below.

In-gallery traditional TV interview

Reporter captures images of Chagall with I-Pad

NOT JUST VIDEO CAMERAS ANYMORE

This summer at the Scotiabank Caribbean Carnival Toronto parade there were three media outlets using IPads on the parade route compared to none last year! As well, media at the Scotiabank Toronto Caribbean Carnival (formally known as Caribana), gave up on bulky and expensive digital video cameras and used cheaper Cannon still-cameras to shoot high def video as well as traditional photographs (http://20minutesoffame.blogspot.com/2011/09/we-dont-need-no-stinking-video-cameras.html)

PRESS KITS GOING GOING GONE

Press kits are really just a collection of factoid documents and pictures that tell journalists what they just saw at a media event. They are meant to be used when the reporter returns to the newsroom to write a story. In 2011 some reporters come to events and tweet and blog while the conference is unfolding. By the time they get their press kit - be it in print or on a loaded memory stick – their story has already been filed. That press kit is passé before it has even been opened. (http://www.flickr.com/photos/15648554@N05/6312275353/in/photostream)
To make sure media is better informed publicists are now more willing to embargo information so that journalists and their editors are better informed for their instant reportage. (Of course, that means media can decide not to attend press events if the information isn't newsworthy or interesting enough). And, with social media’s demand for live theatre, presser are becoming more male/female show-and-tell events rather than the male dominating talking head pressers of 2010.

REDUCE THE NUMBER OF CHAIRS AND BRING IN THE BAR TABLES

To accommodate this new style instant journalism, press events now are providing several tables (round bar tables are the favoured flavour of the month) to allow social media to work on their I-Pads and I-Books as the presser unfolds. Good-bye chairs and coffee tables. Lighting takes into account that social media can be covering an event from a variety of spots in the room.

MAKE ROOM FOR THE HELMET CAM AND OTHER SOCIAL MEDIA TOOLS

Make Room For The Helmet Cam

My son Andrew and I took in the Toronto premier of My Week With Marilyn last week at the Varsity Theatre. Big event. Too many invites sent out, so many people with tickets were turned away. We were two of the lucky ones - and paid for our luck by sitting in the neck craning front row. Our tickets were thanks to McMichael Canadian Art Collection Marilyn Monroe curator Chris Finn. He had assisted with the promotion of the movie by Alliance Films. Always interesting to watch other PR people work their events. At the end of the film the evening's publicist set up director Simon Curtis outside the theatre for a quick interview with a social media reporter. Have no idea who the fellow was, but, he didn't seem to feel silly (nor did Simon Curtis) conducting the interview with his camera/I-Pod mounted on his bike helmet! Photo by Andrew Weir.

NEWSTIME IS BOOZETIME

In the Stephen Jobs world, when you hold a presser depends on who you expect to come. Traditional media like to have news conferences in the late morning or early afternoon Monday to Friday. Rush hour is over and there is time to get the facts and return to the newsroom to file the story before quiting time. No liquor or food is served, but coffee is appreciated.
Now if you are playing to social media, you gotta realize that a lot of these people work during the day at real jobs and can't cover an 11am presser. 6pm is not a bad thing if you are pushing a message to You Tube, Twitter and Facebook auidences! Saturday and Sundays works too.
The Social Media makes for strange bedfellows.  It is not unusual to have a blogger show up at event reporting on-line for foreign websites. There are active journalists reporting in Toronto daily, via their I-Pads to sites in the US, Russia, Iran, India, Pakistan, China, and the Philippines.
BTW:  Bloggers, like me, are self-taught, self-employed and tend to not bother with the ethical and legal worries about accepting free food and liquor. With Twitter people news time is booze time (and bring on that free food).

Photographer from a Phillipine Website photographs former Globe critic (and now curator) Sarah Milroy at AGO opening of Jack Chambers exhbition

JOBS HAS CHANGED EVERYTHING!

This rush to accommodate I-pads and I-phones is not limited to reporters. People holding these media events are using them too!

Launch guests use an IPad to vote for the Grange Prize at the AGO

 At the September launch for the Grange Prize (one of Canada’s larger prize award for photography) Art Gallery of Ontario staff members wandered amongst the public with I-pads.  A ll four short listed artists were there, and a hundred or so attendees drank, noshed on snacks and listened to a music set by DJ Jaime Sin. While enjoying the launch you could check out the artists' work on the circulating I-Pad and vote as to which photographer would win the $50,000 prize.

UPDATED NOVEMBER 24, 2009. Twinning the PR efforts to get more coverage in dwindling media market

ART GALLERY AND ROYAL ONTARIO MUSEUM DOUBLE DOWN ON THEIR PR EFFORTS TO PROMOTE 2 SHOWS

When newspaper readership numbers decline and television revenues shrink, it is the arts - err make that the high-end fine arts -- that takes the hit. The media, at least for now, have made coverage of the high-end arts (visual arts, opera, ballet, Canadian dance, Canadian non-fiction, poetry and Canadian theatre) a low priority. Murders, political scandals, visiting stars and movie launches win out over art show openings, book launches and new museum shows, most of the time.
Publicists must deal with the changing times -- there is no guarantee any more that a show opening or exhibition launch will attract media in large numbers. Some non-profit publicists have staged cultural events where NO ONE from the media has attended.
Two Toronto institutions - the Ontario Art Gallery and the Royal Ontario Museum - teamed up in late September to fight back. They did this by doubling down their public relations efforts.
Late last week the Art Gallery of Ontario and the Royal Ontario Museum held a supersized media launch for two different, but related, photography shows. Rather than hold competing press conferences, the two institutes teamed up to hold an almost day long launch which included show tours, speeches, and a media lunch in the museum's 4-star (well price wise) restaurant.
The media event saw the launch of ROM's "Vanity Fair Portraits: Photographs 1913-2008" and the AGO's "Edward Steichen: In High Fashion, the Conde Nast Years, 1923-1937". The shows run from September 26, 2009 to January 3, 2010.
The AGO and the ROM are traditionally media coverage rivals, so, this pairing is mould breaking. Stephen Weir & Associates covered the launch and has previously attended media events at individual ROM and AGO launches.
The room was packed and PR organizers believe that there were more media for this one effort then if there were two separate press events held. One senior ROM official told SW&A that the launch brought out more cameras and reporters "than we got for the Dead Sea Scrolls"
The media launch began Wednesday morning at the AGO. A wall of art experts and administrators took turns at the microphone explaining the shows, their partnerships and anything else that came to mind. There were over 50 media in the room including camera crews ranging from the CBC to Fashion TV.
Some media were given private previews of the shows before the Wednesday launch; CTV's Canada AM national breakfast show was at the ROM on Tuesday as was freelancer Peter Goddard (Toronto Star).
After the speeches the media was given a tour of the photography show then bused to the Royal Ontario Museum. A tour of their show was laid on and then over three seatings the media was treated to a lunch sponsored by the ROM's sponsor, the Bay. (SW&A did not stay for the free lunch).
The response to the supersized media launch was positive, although some media had to pass on the ROM tour and lunch because of deadline pressures. The only odd thing that caused a bit of muttering amongst members of the press corps was the ROM's decision to search their bags, briefcases and purses upon entering the building.
No one was quite sure what they were looking for since most reporters were carrying computers, video cameras, sound recording devices and even pens and paper (what do they expect!). A fashion reporter beside me came in with a can of Dog Off, legal Mace, no one cared. I wasn't challenged for bringing in a camera, a smart phone, a tape recorder and a mitt full of Sharpies.

THE PROS & CONS OF A JOINT CULTURAL PR CAMPAIGN

Better resources - there was a big breakfast line-up of newsworthy speakers.
Outstanding press kits - well prepared information from both institutions as well as from curators and sponsor.
Terrific pre-launch hype - PR people from other arts institutes were invited. This was a nice gesture and it also made sure that the Zoo, the Science Centre, museums and art galleries in the city did not have competing press conferences.
Well organized - two PR departments from two different corporate cultures made sure that the media got to interview the people they wanted in a timely professional manner.

DRAWBACKS

- What happens when one venue gets more coverage than the other (which happened with the Star spending most of its lineage on the AGO).
- Will the public buy into this? There wasn't a single price for both venues, instead each instution gave a 20% discount if you showed a used ticket from the other show. buying tickets to both buildings, There is a financial reason for consumers to see two different but similiar shows but it takes some work on the part of the consumer. Will the public buy into seeing both exhibitions or will one or both of the institutes loose at the gate?
- What will happen if the media like one exhibition and hate the other? Now if the media is glowing for both shows, both institutions win, but what if the media recommend one venue over another? i.e. "If you have only one Saturday to look at art, make sure you visit the ROM and give AGO a pass (or vice-versa)."
It is all about bums in seats and people through turnstiles. As Peter Ross, Marketing Director at the McMichael Canadian Art Institute often says "if there is outstanding PR coverage and it doesn't help drive numbers then is it really outstanding PR?"
Ross, as other non-profit cultural VPs know there, are so many other factors involved in getting people motivated to see an art show. Price. Road Traffic. Competition. Weather. Age of our audience.
Did combining PR forces work with the AGO and ROM? Don't touch that dial ... we will see.
And this just in - William Thorsell, the CEO of the Royal Ontario Museum is retiring. Toronto Star entertainment columnist Martin Knelman (who attended the AGO portion of the launch) reported his retirement in a story which came out two days after the joint press conference. It was a nice touch on the part of both Knelman and Thorsell to not publicize the retirement during the launch ... the two men gave the show opening a chance to gain publicity before releasing a story that would have stolen inches and minutes.

BACKGROUND

When the audience disappears and the accompanying drought of advertising dollars rolls through the CEO's office, it doesn't take long for the cutbacks begin. In Toronto there has been a significant reduction in locally produced television news programming. Radio stations have laid off reporters and trimmed on air staff. All four newspapers have laid off writers and photographers and reduced the size of their product. Metro News laid off most of its staff (and replaced it with interns and rookies), National Post has cancelled its Monday edition and the Star has shrunk its page count and scrunched sections together. The Globe has rolled much of its book and publishing content over to the web. The Sun has a new publisher (Mike Power, former head of advertising), a new design and a smaller metric page size.
The culture industry continues to advertise heavily in the traditional media while the movie, music and book industries' dollars have long ago migrated to the Net, Social Media and Outdoor Media. Despite the Arts support of the media, the editorial coverage continues to zero in on the art forms - contemporary music, films and books - which no longer support the very media that covers them.
Publishers/Station Managers are aware of what is happening -- their "beat" decisions are made to keep their companies operating and are not meant as a swipe towards Canada's long established cultural institutions. Besides art galleries have similar problems. Gallery and Museum visitors are getting older and coming less frequently (not talking about popular but revenue challenged school programmes). Most institutions guard their stats, but, for galleries there is about a 7-year gap for the average visitor in terms of when they revisited a gallery. There is a hard core group that will go to all the galleries and see all the new exhibitions but that is a small crowd that you don't even really have to advertise to(same with gallery/museum members) so the PR and marketing is aimed at motivating that very small sliver of the numbers' pie who will spend the money and make the time to come out and see the show.
UPDATE: With the King Tut opening behind them, PR professionals at the AGO had time to reflect on the success of the joint AGO/ROM launch. On November 24th I had a chance to talk to one of the AGO's publicity team.
"It was a great success," said the AGO's Antonietta Mirabelli. "We feel we got more coverage together than if we went it alone - and that coverage has staying power. We are still getting coverage, we had a double page spread yesterday, months after the show opened. We did offer a 20% discount (for people showing a ROM ticket) and the return rate was strong, so, we knew people were seeing both shows. We went together on ad buys so there were savings there, and, I did enjoy working with my counterparts at the ROM."
Would she do it again? "In a heartbeat."

CUTLINES: Top: portrait of Katharine Hepburn hangs in the AGO exhibition Edward Steichen: In High Fashion
Second from Top: Entrance to the Royal Ontario Museum has a large sign advertising the Vanity Fair portrait exhibition.
Second from Bottom: Every seat taken at the joint AGO/ROM media launch of two celeb portrait exhibitions.
Bottom: A rare sight indeed. CEO from the AGO (left - Matthew Teitelbaum) and ROM (second from left, William Thorsell) share the stage at a September joint media launch.