How to organise a press launch from start to finish

A press launch needs more than a guest list and a presentation. Start by defining the story, then build the media list, confirm the venue and speakers, and prepare every asset journalists may need afterward. Work backward from the launch date so the press release, demo, visual materials and press kits are ready before invitations go out. Leave time for registration details, dietary requirements, parking information and a full equipment test.

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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 guest list
2 people
2
Select press contacts
2 people
3
Send invitations
2 people
4
Process registrations
5
Send reminders
6
Collect dietary requirements
7
Confirm speakers
8
Collect presentations
9
Assemble press kits
2 people
10
Finalize press release
2 people
11
Have the press release checked
2 people
12
Collect visual materials
2 people
13
Make name badges
14
Print the program
15
Reserve venue
16
Book catering
17
Reserve photographer
18
Book technical support
19
Send parking information
20
Share the route to the venue
21
Test the equipment
2 people
22
Run through the presentation
3 people
23
Prepare Demo
3 people
24
Confirm catering quantities
25
Do the shopping
2 people
26
Pack press kits
3 people
27
Arrange tables
2 people
28
Sort name tags
29
Chill drinks
2 people
30
Open venue
2 people
31
Set up the registration table
2 people
32
Set up tables
3 people
33
Set up chairs
3 people
34
Clear the stage area
2 people
35
Hang up decorations
2 people
36
Set up signage
2 people
37
Set out presentation materials
2 people
38
Lay out press kits
2 people
39
Prepare the registration list
40
Set up catering
3 people
41
Prepare snacks
3 people
42
Make coffee and tea
2 people
43
Check sound and video
2 people

Event

44
Welcome speakers
2 people
45
Register guests
3 people
46
Hand out name badges
2 people
47
Distribute press kits
2 people
48
Serve welcome drinks
3 people
49
Guide guests to the hall
2 people
50
Host the opening
51
Handle the product presentation
2 people
52
Lead the live demo
3 people
53
Moderate audience Q&A
2 people
54
Take press photos
2 people
55
Conduct Interviews
3 people
56
Serve snacks
4 people
57
Refill drinks
2 people
58
Restock the buffet
3 people
59
Serve diet meals
2 people
60
Facilitate the networking session
2 people
61
Complete final interviews
2 people
62
Hand out farewell gifts
2 people
63
See guests out
2 people

Aftercare

64
Pack leftovers
2 people
65
Collect tableware
3 people
66
Clear tables and chairs
4 people
67
Remove decorations
2 people
68
Sort waste
2 people
69
Clean the venue
3 people
70
Dismantle the technical setup
2 people
71
Store press data securely
72
Gather borrowed materials
2 people
73
Return materials
2 people
74
Store photos securely
75
Send follow-up press release
2 people
76
Send thank-you email
77
Follow up on media requests

What to bring

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

Furniture

High tablesqty 6
Dining tablesqty 8
Chairsqty 60
Registration desk
Speaker chairsqty 4
Clothes racksqty 2

Tableware

Wine glassesqty 70
Water glassesqty 70
Coffee cupsqty 60
Dinner platesqty 70
Dessert platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Speakersqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Cameraqty 2
Camera tripodsqty 2
Memory cardsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Pouring jugsqty 8
Thermos flasksqty 6
Meal containersqty 12

Decorations

Company logo bannersqty 3
Table runnersqty 14
Flower arrangementsqty 8
Photo backdrop
Directional signsqty 8
Name badge holdersqty 60
Table display standsqty 12

Lighting

LED light setsqty 6
Atmosphere lightsqty 10
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries

Tips

Build the press list before sending invitations. Separate relevant press contacts from general contacts, then track registrations, dietary requirements and reminder dates in one place.
Set a firm deadline for speakers and presentations. Collect the final slides several days before the launch so you can run through the presentation and adjust the program, badges and printed materials.
Treat the demo as a separate production. Test the laptop, projector, screen, HDMI cables, microphones, speakers, power strips and extension cords together in the venue, not only at your office.
Prepare press kits before the event day. Include the checked press release and approved visual materials, and keep extra copies available at the registration desk for late arrivals.
Plan the arrival experience in practical detail. Send parking information and the route in advance, then set up the registration desk, name badges, clothes racks and clearly marked seating before guests arrive.

Frequently asked questions

How far in advance should you organise a press launch?: Start planning at least 6 to 8 weeks before the launch. Send invitations once the venue, core message and speaker availability are reasonably firm, then send a reminder about 5 to 7 days beforehand.
When should the press release be finished for a press launch?: Aim to complete the first version at least 2 weeks before the event. Have it checked and approved no later than 5 business days beforehand, leaving time to assemble press kits and correct visual materials.
How do you prepare a product demo for a press launch?: Run through the complete demo at least twice, including the presentation, laptop, projector, microphones and audio. Do a final on-site equipment test 1 to 2 days before the launch and keep backup power and connection options available.
How much catering should you order for a press launch?: Confirm quantities after registrations close or at least 3 business days before the event. Allow for dietary requirements and plan roughly 2 to 3 drinks per person during the first hour, plus food that fits the event schedule.

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.