How to organise a media presentation

A media presentation depends on tight coordination between speakers, press contacts, registration, technology and timing. Start with the date, venue and programme, then confirm presenters before sending invitations. Work backwards from the event to collect presentations, prepare press materials and check technical requirements. Registration data, dietary needs, delivery times and presentation files need clear deadlines; leaving them until the final week creates avoidable problems.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Reserve venue
3
Confirm presenters
4
Collect speaker information
5
Compile the press list
2 people
6
Send invitations
2 people
7
Open the registration form
8
Prepare media kit
2 people
9
Collect presentations
10
Compile press kits
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Book catering
14
Reserve photographer
15
Reserve technical equipment
16
Draft a press release
17
Publish the program
18
Print name badges
2 people
19
Print attendance list
20
Check presentations
2 people
21
Schedule social media posts
22
Send directions
23
Confirm delivery times
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Lay out press folders
2 people
27
Check the venue
2 people

Event

28
Open venue
2 people
29
Unload equipment
3 people
30
Set up tables
3 people
31
Set up chairs
3 people
32
Set up registration desk
2 people
33
Set up the presentation area
3 people
34
Set up projector and screen
2 people
35
Set up microphones
2 people
36
Set up lighting
2 people
37
Hang up decorations
2 people
38
Prepare press kits
2 people
39
Unloading catering
2 people
40
Set up the buffet
3 people
41
Prepare coffee and tea
2 people
42
Fully test technical setup
3 people
43
Brief speakers
44
Staff the registration desk
2 people
45
Welcome guests
3 people
46
Hand out name badges
2 people
47
Serve coffee and tea
2 people
48
Guide presentation
2 people
49
Guide the photo and video moment
2 people
50
Collect questions from the audience
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Note press contact details
54
Host the networking drinks reception
3 people
55
Restock the buffet
2 people
56
Collect used dishes
2 people
57
See off guests
2 people

Aftercare

58
Switch off the equipment
2 people
59
Clean up catering
3 people
60
Collect waste
2 people
61
Wash dishes
3 people
62
Clean the room
3 people
63
Put furniture back
3 people
64
Pack equipment
2 people
65
Remove decorations
2 people
66
Return equipment
2 people
67
Store leftover materials
2 people
68
Sending a follow-up press release
69
Collect photo materials
70
Send thank-you message
71
Follow up on media requests

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 3
Registration desk
Bar stoolsqty 8
Coat racksqty 3
Waste binsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Pen laser

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 80
Serving utensilsqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Chef's knives and bread knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Back wall with logo
Tableclothsqty 10
Table runnersqty 10
Flower arrangementsqty 8
Name badgesqty 100
Badge holdersqty 100
Wayfinding signsqty 8
Arrow stickersqty 24
Table numbersqty 10

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Confirm each presenter, speaking time and technical requirement first, then publish the programme so guests know exactly what to expect.
Give speakers a firm deadline for their presentations, ideally 5–7 days before the event. Check every file on the event laptop and test HDMI cables, adapters, the projector, microphones and speakers before guests arrive.
Send invitations with the registration form and close registration several days before the presentation. Use the final list to print name badges, prepare the attendance list and confirm dietary requirements with catering.
Prepare the press materials before the event week. A press release, media kit and press kits should be ready when journalists arrive, rather than assembled while registration is taking place.
Build a timed arrival plan for suppliers and staff. Confirm catering, technical equipment and photographer delivery times at least 48 hours in advance, then chill drinks and set up the registration desk before doors open.

Frequently asked questions

How far in advance should I plan a media presentation?: Allow at least 6–8 weeks for a small presentation, especially if presenters and journalists have busy schedules. Set the date and programme first, then reserve the venue and confirm speakers before sending invitations.
When should speakers submit their presentations?: Set the deadline 5–7 days before the event. This leaves time to check slide formats, videos, fonts and connections on the actual laptop and projector instead of troubleshooting during the presentation.
When should registration close for a media presentation?: Close registration 3–5 days before the event. You need the final attendance numbers for name badges, the attendance list, catering quantities, dietary requirements and press kits.
How do I prepare the technology for a media presentation?: Test the projector, screen, laptop, HDMI cables, adapters, microphones, stands, speakers and mixer at least one day beforehand. Keep extension cords, power strips, power banks and a presentation clicker available at the venue.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.