How to organise a press preview without last-minute problems

A press preview needs more than a screening and a guest list. Start by confirming the date, venue and film rights, then work backwards from the screening time to plan invitations, accreditation, technical checks and catering. The final days are about removing uncertainty: confirm dietary requirements, test the film file with a backup, print the attendance list and prepare the registration table. Use the plan below to keep press contacts, presentation materials and room setup moving in the right order.

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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
Confirm film rights and screening
3
Compile the press list
2 people
4
Send invitations
2 people
5
Open press accreditations
6
Process registrations
2 people
7
Collect dietary requirements
8
Request technical requirements
9
Book catering
10
Confirm photographer
11
Brief the presenter
12
Prepare press kit
2 people
13
Make name badges
14
Print the program
15
Print attendance list
16
Test the film file and backup
2 people
17
Review technical schedule
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Open venue
2 people
21
Clean the room
2 people
22
Set up chairs
3 people
23
Set up the registration table
2 people
24
Lay out press folders
2 people
25
Build the catering buffet
3 people
26
Connect audio and video
2 people
27
Set lighting scenes
28
Fully test the film
2 people
29
Briefing for reception team

Event

30
Staff the registration desk
2 people
31
Welcome guests
3 people
32
Serve coffee and tea
2 people
33
Distribute press kits
2 people
34
Announce the opening
35
Start the film screening
36
Refill drinks
2 people
37
Moderate the Q&A
2 people
38
Restock the drinks buffet
3 people
39
Facilitate interviews
2 people
40
See off guests
2 people

Aftercare

41
Switch off equipment
2 people
42
Clean up catering
3 people
43
Wash dishes
2 people
44
Collect waste
2 people
45
Clean the room
2 people
46
Put furniture back
3 people
47
Check materials
48
Return borrowed materials
49
Send press follow-up

What to bring

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

Furniture

Chairsqty 70
Reception tablesqty 3
Buffet tablesqty 4
Lounge chairsqty 8
Coat racksqty 2

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 3
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 5
Extension cordsqty 5
USB sticksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving tongsqty 8
Bread basketsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 70
Badge holdersqty 70
Pensqty 20
Registration signsqty 2
Red carpet

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Catering

Groceries

Tips

Set the date, venue and screening details before contacting journalists. Keep the press list, invitation wording and accreditation process aligned so registrations do not arrive through several different routes.
Close press registrations early enough to process names and dietary requirements before catering is finalised. A practical deadline is 5 to 7 days before the preview, with a shorter follow-up window for late confirmations.
Treat the film screening as a technical production, not a quick laptop check. Test the film file, projector, screen, speakers, HDMI cables, adapters and backup USB stick at the venue at least one day before the event.
Prepare the guest-facing materials together: press folders, name badges, programme and attendance list. Print the attendance list after the registration deadline, then leave space for walk-ins rather than printing only the confirmed names.
Build the room in the order guests will use it: chairs and screen first, then the registration table, press folders, coat racks and catering buffet. Chill drinks and prepare coffee equipment before doors open so registration is not interrupted.

Frequently asked questions

How far in advance should I organise a press preview?: Start at least 4 to 6 weeks before the screening. That gives you time to confirm the venue and film rights, compile the press list, send invitations, process registrations and book catering.
When should press invitations be sent for a preview screening?: Send the first invitations around 3 to 4 weeks before the event. Keep accreditation open for about 2 weeks and set a final registration deadline 5 to 7 days before the screening.
How early should I test the film and presentation equipment?: Run a full test at the venue at least 24 hours beforehand, including the projector, screen, laptop, HDMI connections, speakers and microphones. Keep the tested film file on a backup USB stick.
How much catering do I need for a press preview?: Confirm the final guest count after registrations close, then add roughly 10% for late arrivals and staff. Plan coffee, water and chilled drinks for the full arrival period, and use the collected dietary requirements to adjust the buffet.

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