Press Briefing Checklist

A press briefing needs more than a confirmed speaker and a room. You need an up-to-date media list, a clear running order, prepared press materials and a registration process that works when guests arrive. Plan catering around dietary requirements, then leave enough time to arrange the presentation space, signage and microphones. Use this checklist to keep the briefing on schedule and avoid the details that are commonly left until the last minute.

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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

Confirm date and location
Draw up the program and schedule
2 people
Update the press list
Send invitations
2 people
Process registrations
Send reminder to invitees
Collect dietary requirements
Collect press questions
2 people
Prepare the speaker briefing
Compile press kits
3 people
Print name badges
Print attendance list
Order catering
Check supplies
2 people
Do the shopping
2 people
Chill drinks
2 people
Lay out press folders
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up the presentation area
2 people
Test presentation equipment
2 people
Test microphones
2 people
Set up lighting and signage
2 people
Prepare snacks
3 people
Set up the buffet and drinks
3 people
Brief the reception team
3 people

Event

Register guests
3 people
Distribute press kits
2 people
Serve coffee and tea
2 people
Guide speakers
2 people
Guide presentation
2 people
Collect questions from the audience
Note press contacts
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Hand out farewell gifts and press kits
2 people

Aftercare

Pack leftovers safely
2 people
Clean up the venue
4 people
Wash dishes
2 people
Pack equipment
2 people
Remove decorations
2 people
Sort and remove waste
2 people
Put furniture back
3 people
Leave venue clean
2 people
Return borrowed items
2 people
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

Update the press list before sending invitations, then process registrations as they arrive. Send a reminder several days before the briefing and use the final attendance list to plan seating and catering.
Prepare the speaker briefing before the event day and collect likely press questions in advance. This gives the speaker time to prepare concise answers and ensures the programme allows time for questions.
Order catering only after collecting dietary requirements, and confirm quantities at least 2–3 business days ahead. Chill drinks before guests arrive and prepare snacks so registration is not interrupted.
Set up the registration table with name badges, the attendance list and press materials before opening the doors. Lay out press folders in advance rather than sorting them while media representatives are checking in.
Test the laptop, projector, screen, HDMI cables, clicker and microphones during the room setup. Keep extension cords, power strips and power banks available, and run the presentation from start to finish before guests arrive.

Frequently asked questions

How far in advance should I send press briefing invitations?: Send invitations around 2–3 weeks before the briefing, especially if journalists need to plan travel or request access. Send a reminder 2–3 days before the event and keep the registration list current until the day before.
When should I prepare the press kits for a press briefing?: Compile and check the press kits at least 2–3 days before the briefing. Put the completed folders at the registration table before guests arrive, with enough copies for every confirmed attendee plus a small reserve.
How early should I set up the room and test microphones?: Start room setup at least 2 hours before registration opens. Test each microphone, the presentation, projector, screen and cables with the speaker present, then repeat a short sound and slide check 30 minutes before guests arrive.
How much catering do I need for a press briefing?: Base the order on confirmed registrations and add roughly 10% for late arrivals or extra portions. Finalise dietary requirements and quantities 2–3 business days in advance, then prepare water, coffee and snacks before registration begins.

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