10 Covering Events, Speeches & Meetings

Introduction 

Journalists often serve as the eyes and ears of the public—especially when it comes to covering events that impact the community. These include political debates, school board meetings, press conferences, protests, memorials, and public forums. While these stories may not always seem exciting at first glance, they are often rich in public interest, accountability, and drama.

Why These Stories Matter

Covering live events allows journalists to:
– Provide transparency for civic processes
– Hold public officials accountable
– Capture historical moments
– Amplify community voices
– Inform readers about key decisions and developments

Before the Event: Preparation is Key

A successful event story starts long before the event itself. Do your homework.
– Research the background of the event or speaker
– Review past news coverage for context
– Obtain the agenda or press release, if available
– Identify potential sources in advance
– Draft your lead or background paragraphs ahead of time when possible
– Plan logistics: arrival time, equipment, credentials, etc.

During the Event: Observe and Record

When you’re on the scene, your job is to absorb, observe, and document:
– Take detailed notes: quotes, stats, announcements, who said what
– Watch the crowd: What’s the mood? Who’s attending?
– Be alert for moments of tension, emotion, or conflict
– Record audio or video (if allowed) to help with quote accuracy
– Pay attention to timing and any deviations from the schedule

After the Event: Sort and Write

Immediately after the event, review your notes while they’re fresh.
– Identify the central takeaway: What actually happened? What’s the lead?
– Choose a structure: Inverted pyramid for breaking news, chronological for narrative coverage
– Verify names, titles, and quotes
– Reach out for clarification or additional comment if needed
– File quickly if it’s a breaking story, but not at the cost of accuracy

Structuring the Story

Your structure should reflect the event’s news value and tone:
– Hard news lede: Summarize the main outcome or quote
– Narrative lede: Focus on a powerful moment, quote, or scene
– Background: Explain why the event matters
– Body: Provide context, reactions, and analysis
– Quotes: Use them to add emotion, credibility, and specificity
– Conclusion: Tie back to the broader implications

Ethical Considerations

– Be fair to all sides, especially in political or controversial settings
– Don’t misrepresent what was said; context matters
– Attribute all statements and confirm identities
– Avoid loaded language or injecting your opinion
– Be transparent if you weren’t present for the whole event

Real-World Examples & Tips

– Example: A tense school board meeting over book bans might yield emotional quotes and strong lede material
– Example: A mayor’s speech about economic revitalization could be summarized in a single key announcement
– Tip: Always bring backup pens, batteries, and a recorder
– Tip: Arrive early to grab a seat with a good view and audio
– Tip: Make a note of non-verbal elements (visuals, setting, tone)

Covering events may seem routine, but strong stories can emerge when you’re prepared, observant, and thoughtful in your reporting.

Key terms

• Agenda – A pre-published list of items to be discussed or acted upon during a meeting or event.

• Attribution – Crediting the source of information or a quote in a news story; essential for transparency and accuracy.

• Background – Context or history provided to help readers understand the significance of an event or speech.

• Chronological Structure – A storytelling format where events are reported in the order they occurred; often used for narrative coverage.

• Direct Quote – The exact words spoken by a source, presented within quotation marks in a story.

• Hard News Lede – A concise summary of the most newsworthy aspect of the event, often answering who, what, when, where, and why.

• Inverted Pyramid – A common news structure that presents the most important information first, followed by supporting details.

• Note-taking – The act of recording key details during a live event, including quotes, numbers, and observations.

• Paraphrase – Restating what someone said in your own words; must still be accurate and attributed.

• Press Conference – A public or media event where officials or organizations make announcements and take questions from reporters.

• Public Meeting – An official gathering (e.g., city council or school board) open to the public, where decisions are discussed or made.

• Sound Bite – A brief, memorable quote that stands out during a speech or interview.

• Verification – The process of fact-checking names, data, quotes, and claims to ensure accuracy in reporting.