Executive Media Interview Logistics

executive media interview logistics

Coordinate executive media interview logistics by verifying the requester, defining format and access, and keeping message approval with communications leaders.

Verify the request outside the incoming message

Confirm the journalist's identity, publication, contact details, and assignment through a known public newsroom channel or an established relationship owner. Check for lookalike domains, unusual file links, and pressure to move immediately to an unfamiliar platform. Do not send the executive's direct contact, itinerary, or private calendar link during verification.

Route suspicious requests to the security team.

Define the interview before holding time

Ask for subject, intended format, live or recorded status, expected duration, participants, deadline, publication timing, and whether audio or video may be reused. Identify whether the conversation is on the record under the communications team's terms. The assistant should not negotiate editorial rules or promise access.

A provisional calendar hold should show that communications approval remains open.

Build a factual preparation packet

Give the communications owner the request, prior coverage, verified public material, likely topics, sensitive boundaries, and outstanding fact checks. Separate approved company statements from background notes. Do not invent a quote, credential, ranking, customer result, or market position for the executive.

Subject experts should verify their facts, and the authorized spokesperson owner should approve the final briefing.

Test location, sound, and access

Confirm room privacy, microphone, camera, lighting, connection, recording indicator, participant names, dial-in backup, accessibility needs, and arrival instructions. Remove confidential papers and visible notifications from the setting. For an in-person visit, coordinate building access without exposing unrelated executive movements.

A short technical test should use the actual platform and equipment whenever possible.

Protect the transition into and out of the interview

Reserve briefing time before the session and a short note window afterward. Tell the executive who will open, monitor, and close the conversation. Keep uninvited guests out of the room and online session.

If the requester changes format or participants at the last moment, pause for communications approval instead of assuming the original consent covers the new arrangement.

Capture commitments without altering the record

Afterward, record factual follow-up requests, promised materials, correction contacts, and deadlines. Send only approved assets through the agreed channel. Do not demand removal of accurate unfavorable coverage or offer payment for a change.

Preserve the interview logistics and supplied materials according to policy, then remove temporary links and guest access created for the session.

Common questions

Can an assistant accept an interview?

Only within the authority and message approval process established by the communications owner.

Should questions be required in advance?

The communications team can request topics or questions, but the outlet decides what it will provide.

What if the guest list changes?

Pause and confirm the new participants and format with the authorized communications owner.

Source and service boundaries

Organizations can review our executive communications support, use the stakeholder briefing guide, or contact our team about governed executive support. Source: CISA phishing identity guidance.