Media presentation checklist: what to arrange and when

A media presentation needs more than a room, a speaker and a slide deck. You need to coordinate presenters, press contacts, registrations, media kits, catering and technical equipment without leaving critical checks until the day itself. Start with the date and programme, then work through invitations, content collection and venue logistics. This checklist helps you see what must be confirmed early, what can wait until the final week and what to test 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

Set the date and program
2 people
Reserve venue
Confirm presenters
Collect speaker information
Compile the press list
2 people
Send invitations
2 people
Open the registration form
Prepare media kit
2 people
Collect presentations
Compile press kits
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve photographer
Reserve technical equipment
Draft a press release
Publish the program
Print name badges
2 people
Print attendance list
Check presentations
2 people
Schedule social media posts
Send directions
Confirm delivery times
Do the shopping
2 people
Chill drinks
2 people
Lay out press folders
2 people
Check the venue
2 people

Event

Open venue
2 people
Unload equipment
3 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the presentation area
3 people
Set up projector and screen
2 people
Set up microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Prepare press kits
2 people
Unloading catering
2 people
Set up the buffet
3 people
Prepare coffee and tea
2 people
Fully test technical setup
3 people
Brief speakers
Staff the registration desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Guide presentation
2 people
Guide the photo and video moment
2 people
Collect questions from the audience
Serve snacks
3 people
Refill drinks
2 people
Note press contact details
Host the networking drinks reception
3 people
Restock the buffet
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Switch off the equipment
2 people
Clean up catering
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
3 people
Pack equipment
2 people
Remove decorations
2 people
Return equipment
2 people
Store leftover materials
2 people
Sending a follow-up press release
Collect photo materials
Send thank-you message
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 date and programme before contacting presenters or reserving the venue. Allow enough time to confirm every speaker and collect their biography, presentation title and technical requirements.
Open registration as soon as invitations go out and review it at least twice a week. Keep a running count of attendees, dietary requirements and names for badges and the attendance list.
Ask presenters for final presentations several days before the event, not at the registration desk. Check every file on the event laptop and test the projector, screen, HDMI cables, adapters, microphones, speakers and clicker together.
Prepare the press release, media kit and press kits before publishing the programme. Print or package enough copies for the confirmed press list, with a small buffer for unregistered guests.
Confirm delivery times and room access in the final week. Set up the registration desk, coat racks, buffet tables and waste bins before doors open, then chill drinks and check that coffee pots, glasses, plates and serving utensils are ready.

Frequently asked questions

How far in advance should I plan a media presentation?: Set the date and reserve the venue at least 6 to 8 weeks ahead when presenters and press contacts need coordinating. Send invitations and open registration once the programme and key speakers are confirmed.
When should presenters submit their presentations?: Request final presentation files at least 3 working days before the event. Test them on the event laptop with the projector, screen, HDMI adapters and presentation clicker before the day itself.
How many drinks should I provide for a media presentation?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per additional hour. Add water, coffee and suitable options for the dietary requirements collected during registration.
When should I send the press release and media kit?: Prepare both before the programme is published and send the press information with the invitation or registration confirmation. Have the final press kits ready at least 1 day before the presentation so they are not assembled during guest arrival.

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.