How to organise a press day without last-minute confusion

A press day runs smoothly when communication, content and room setup are handled in that order. Start by defining the programme and press list, then open registration early enough to process attendees and dietary requirements. In the final week, confirm speakers, collect presentations and prepare press kits while testing every piece of equipment. On the day itself, leave time for registration, catering checks and a full room walk-through before the first arrival.

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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
Compile the press list
2 people
2
Finalize the program
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Confirm speakers
2 people
9
Collect press questions
10
Compile press kits
3 people
11
Print name badges
12
Create directions
13
Send parking information
14
Confirm catering
15
Test the equipment
2 people
16
Collect presentations
17
Check press kits
2 people
18
Check the shopping list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Check the venue
2 people
22
Mark the room layout
2 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Set up registration desk
2 people
26
Lay out press folders
2 people
27
Lay out name badges
2 people
28
Dress the stage table
2 people
29
Set up projector and screen
2 people
30
Set up microphones
2 people
31
Test presentations
2 people
32
Check the lighting
33
Set up coffee station
2 people
34
Set up buffet tables
3 people
35
Prepare snacks
3 people
36
Set aside special diet meals
2 people
37
Set out drinks
2 people
38
Check toilets

Event

39
Staff the reception desk
2 people
40
Register guests
2 people
41
Hand out name badges
2 people
42
Distribute press kits
2 people
43
Serve welcome drinks
3 people
44
Serve coffee and tea
2 people
45
Announce the opening
46
Facilitate presentations
2 people
47
Pass around the microphones
48
Logging press questions
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Manage the interview room
2 people
52
Guide the photo moment
2 people
53
Open the dinner buffet
54
Refill the dinner buffet
3 people
55
Serve diet meals
2 people
56
Clear away dishes
3 people
57
Serve coffee after dinner
2 people
58
See off guests and manage departure
2 people

Aftercare

59
Collect lost property
2 people
60
Remove decorations
3 people
61
Switch off equipment
2 people
62
Collect tableware
3 people
63
Sort waste
3 people
64
Clear buffet
3 people
65
Clean the room
3 people
66
Clean the restrooms
2 people
67
Put furniture back
3 people
68
Pack away the equipment
2 people
69
Collect return materials
2 people
70
Return rental items
2 people
71
Select press photos
72
Send press materials afterward
73
Archive attendance list

What to bring

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

Furniture

Folding tablesqty 12
Chairsqty 65
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Dinner cutlery setsqty 70
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Small bowlsqty 12
Water jugsqty 8

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Laptopsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3

Lighting

Standing lampsqty 4
LED string lightsqty 4

Decorations

Tableclothsqty 12
Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Name badge holdersqty 70
Lanyardsqty 70
Table numbersqty 12

Catering

Press kitsqty 60
Notepadsqty 70
Ballpoint pensqty 70
Menusqty 70
Diet table cardsqty 10
Groceries

Cleaning

Trash bag holdersqty 6
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Tips

Build the press list before drafting invitations, then send the invitation with the programme, registration deadline and practical travel information. Allow at least 10 working days for replies if you need to confirm attendance and dietary requirements.
Close registration before the event rather than relying on a headcount at the door. Use the final attendee list to print name badges, prepare press kits and give catering a confirmed number instead of an estimate.
Collect presentations and press questions at least 48 hours before the event. This gives speakers time to correct files and lets you test the laptop, projector, projection screen, microphones and presentation clicker together.
Check the venue layout the day before: registration desk, tables, chairs, buffet area, coat racks and waste bins should match the planned flow. Keep the registration desk visible from the entrance and avoid placing it where arriving guests block the programme area.
Finish shopping and chill drinks before the event morning. Set out water glasses, coffee cups, plates, cutlery and serving utensils only after the room is clean, then check press kits and technical equipment once more before doors open.

Frequently asked questions

How far in advance should I send press day invitations?: Send them at least 10 working days before the event, and earlier if journalists need travel arrangements. Set a clear registration deadline so you still have time to process replies, dietary requirements and name badges.
When should I finalise the press day programme?: Aim to finalise the programme at least 7 days before the press day. Speakers, invitation copy and attendee information all depend on the final running order.
How early should I test equipment for a press day?: Test the projector, screen, laptop, clicker and microphones at least 24 hours beforehand, then do a short sound and presentation check on the morning itself. Keep backup presentation files available on more than one laptop or storage device.
How many press kits should I prepare?: Prepare one press kit for every confirmed attendee, plus 5 to 10 percent extra for late additions or damaged copies. Use the final registration list rather than the number of invitations sent.

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.