GUIDELINES ON THE CONDUCT OF VIRTUAL PRESS CONFERENCE FOR THE

2020 CENSUS OF POPULATION AND HOUSING OFFICIAL LAUNCH

INTRODUCTION

The prevalent outbreak of Covid-19 and the ensuing travel and work
restrictions with the imposition of community quarantines make it difficult to
conduct physical onsite press conference. As every organization has been
adversely affected by the pandemic, modern communication technologies now
make it possible to conduct virtual or online press briefing or conference.
The conduct of the online press conference will provide the PSA with a viable
alternative to ensure continued advocacy on the 2020 CPH. The virtual setup
leverage technology such as video teleconferencing and shared media
materials such as infomercials, AVPs and media plugs that will prompt media
and public appreciation and interest of the relevance of the 2020 CPH.
This guidance is developed to support generally the PSA’s public and media
advocacy on the 2020 CPH, as indicated under Office Memorandum No. 2020-
057 (Guidelines for the 2020 CPH Field Operations for COVID-19 Workplace
Prevention and Control).

EXPECTATIONS
As there have been media releases on the 2020 CPH already, the objective of
the virtual press conference would be to enable more media mileage and
solicit support from the media to help promote the conduct of the 2020 CPH
and encourage public support and appreciation. The virtual conference shall
follow the standard course of the usual press conferences or online meetings
conducted by PSA while using Zoom or Webex.
It is necessary to mobilize local media network and invite them through e-mail
on the conduct of the virtual press conference at least a week before the
scheduled event. The e-mail invite may be simplified to just inform them of the
press conference and provide them the online link. An ideal number of online
media invites for this type of activity, where it is best to manage the flow of
the online press meeting would be 10 to 20 press representatives.
Follow through on the invites can be done through phone calls. Local press
representatives can join the virtual press conference via Zoom or Webex and
ask questions online. When joining the Zoom or Webex meeting, they should
be able to enter their name and corresponding media outlet (use
name/outlet).
Depending on the program sequence, the virtual conference can take 2 hours
at the maximum.
Subject to availability of 2020 CPH promotional items in the Field Offices, you
may provide the invitees after the virtual conference, along with IEC materials
available, including those that were used in the Zoom or Webex press
conference.

LOGISTICS
The virtual conference is heavily contingent on the available ICT resources in
the field offices, such as online meeting or video conferencing system and
connectivity. The following are logistical points to make sure of to be ready for
the virtual conference:
 The virtual press conference will be conducted through the use of
available online conferencing system which will be used such as Webex
or Zoom;
 Make sure that there is online connectivity in the remote site (setup
preferably in the office);
 Ensure familiarity with the technology prior to the scheduled virtual
press conference to avoid unnecessary delays.
 The principal (RD/PSO/CSS), focal and resource persons responsible for
the 2020 CPH will need to be available for the entirety of the virtual
press conference;
 Availability of 2020 CPH materials to be used which are accessible at the
2020 CPH web link in the PSA website. Some of the materials are also
available at the 2020 CPH E-Classroom site, PSA Facebook site and 2020
CPH fan page (FB: Sama Na, Census na).

o 2020 CPH AVP/Infomercial

o 2020 CPH Key Messages

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 o 2020 CPH Jingle/Music/Dance video
PROGRAM GUIDE
Progra Program/Activity
m Item
1 Excerpts of “Sama Na, Census Na” TV
Special Episode 1 playback before the
actual program
2 Prayer
3 Host opens up the Virtual Presscon,
mentions media/news group present, as
well as introduce PSA Resource Persons.
Segue to intro to AVP on the 2020 CPH
4 VTR: AVP of the 2020 CPH
5 Intro to Infomercial/VTR: Informercial
(featuring Ms Sarah Geronimo)
6 Intro to Messages of PSA Regional
Directors or VTR: Messages of RCCB or
other local partners (if available/
applicable)
7 Intro to Q & A
Q & A to Media/News representatives
8 Host thanks all media/news groups/
publications present
9 Segue to playback of “Sama Na, Census End with the 2020 CPH music
Na” Music Video
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Responsible Person/Task
Focal Person/Assigned Host
to queue the clip and when
ready, share screen to play
Assigned Host to open the
conference and introduce the
RD/PSO and acknowledged
invited press participants.
Proceed to do intro of the
2020 CPH AVP
Screen share to play the AVP
Proceed to play the
infomercial
Intro to message by RD/PSO;
RD to deliver the message
Host or moderator to
proceed to the Q and A (may
reiterate Q and A protocol
using the online platform,
such as “raising hand” to ask
questions or use the chat box
to write their questions)
Host to be mindful of the
time allotted for the
conference (maximum of 2
hours)
video
VIRTUAL CONFERENCE ETIQUETTE

To ensure smooth virtual press conferencing, the following are essentials how
to’s and tips for video conferencing:
1. Test your audio and video gear. Having faulty audio or video can be very
disruptive during video conferencing sessions, so it’s important to spend
some time testing the equipment before hopping on a call. Start a test
call to see how well the microphone and camera are functioning.

2. Check internet connection.

3. Introduce yourself whenever necessary.

4. Mute yourself when you’re not speaking.

5. Pay attention.

DOCUMENTATION

Please submit electronic report of the proceedings of the virtual press

conference at least a week after its conduct. Submit all reports to the Census
Project Staff (cps2020cph@psa.gov.ph), cc: F.Varona@psa.gov.ph and
J.Cajita@psa.gov.ph.

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