How to organise a press briefing from start to finish

A press briefing needs a tighter plan than a standard reception: journalists need clear access, useful information and a reliable schedule. Start by confirming the date, venue and running order, then update the press list and send invitations with a simple registration process. Before the day, prepare the speaker briefing, collect press questions and assemble press kits. On site, test every microphone, presentation connection and power supply before guests arrive.

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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
Confirm date and location
2
Draw up the program and schedule
2 people
3
Update the press list
4
Send invitations
2 people
5
Process registrations
6
Send reminder to invitees
7
Collect dietary requirements
8
Collect press questions
2 people
9
Prepare the speaker briefing
10
Compile press kits
3 people
11
Print name badges
12
Print attendance list
13
Order catering
14
Check supplies
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Lay out press folders
2 people
18
Clean the venue
2 people
19
Set up tables and chairs
3 people
20
Set up registration desk
2 people
21
Set up the presentation area
2 people
22
Test presentation equipment
2 people
23
Test microphones
2 people
24
Set up lighting and signage
2 people
25
Prepare snacks
3 people
26
Set up the buffet and drinks
3 people
27
Brief the reception team
3 people

Event

28
Register guests
3 people
29
Distribute press kits
2 people
30
Serve coffee and tea
2 people
31
Guide speakers
2 people
32
Guide presentation
2 people
33
Collect questions from the audience
34
Note press contacts
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Restock the buffet
2 people
38
Collect tableware
2 people
39
Hand out farewell gifts and press kits
2 people

Aftercare

40
Pack leftovers safely
2 people
41
Clean up the venue
4 people
42
Wash dishes
2 people
43
Pack equipment
2 people
44
Remove decorations
2 people
45
Sort and remove waste
2 people
46
Put furniture back
3 people
47
Leave venue clean
2 people
48
Return borrowed items
2 people
49
Send press information digitally

What to bring

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

Furniture

Reception table
Buffet tablesqty 4
Bistro tablesqty 8
Chairsqty 55
Speaker table
Stoolsqty 4

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 80
Dessert platesqty 60
Forksqty 80
Knivesqty 60
Spoonsqty 60
Serving utensilsqty 12

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
Presentation clicker
Power banksqty 3

Decorations

Printed backdrop
Tableclothsqty 12
Name badge holdersqty 60
Name badge clipsqty 60
Table decorationsqty 8

Lighting

Standing lampsqty 4
LED string lightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Carafesqty 8

Cleaning

Waste binsqty 6
Hand soap dispensersqty 4
Cleaning bucketqty 2
Mopqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the running order before sending invitations. Include the arrival time, registration window, briefing start, questions, one-to-one interviews if applicable, and the planned finish so journalists can decide whether to attend.
Update the press list rather than relying on an old spreadsheet. Check contact details and send a reminder several days before the briefing, then follow up with anyone who has not registered.
Prepare the speaker briefing around the questions journalists are most likely to ask. Give speakers the key messages, timing limits and answers to difficult questions before they enter the presentation room.
Set up registration separately from the presentation space. Put name badges, the attendance list and press kits at the registration table, and place clear signage so late arrivals do not interrupt the briefing.
Test the technical setup with the actual laptop and presentation file. Check the projector, HDMI cables, clicker, wireless microphones, speakers, extension cords and power strips, and keep power banks available as a backup.

Frequently asked questions

How far in advance should you invite journalists to a press briefing?: Send the first invitation about 10 to 14 days before the briefing, especially if journalists need to schedule travel or interviews. Send a reminder 2 to 3 days before the event with the confirmed time, venue and registration details.
How long should a press briefing last?: Plan for 45 to 60 minutes for the formal briefing, including questions. Allow another 15 to 30 minutes afterwards if journalists need interviews, photographs or follow-up conversations.
What should be included in a press kit for a press briefing?: Prepare one press kit for every registered journalist, plus at least 10% extra copies. Include the core background information, speaker details, key facts and any approved supporting material, and place the kits at registration before doors open.
When should the equipment be tested for a press briefing?: Complete a full equipment test at least 60 minutes before guests arrive. Repeat the microphone and presentation check after the room is arranged, because cable changes, seating and sound levels can affect the setup.

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.