Press conference checklist and planning guide

A press conference depends on tight timing, clear speaker roles and reliable technical setup. Set the date and program first, then secure the venue, confirm speakers and build the press list before sending invitations. In the final week, prepare badges, the press kit, presentation, press release and run sheet while checking registrations and dietary requirements. Use this checklist to keep media access, interviews, catering and AV equipment on track.

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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 the venue and hall
Confirm speakers and spokespersons
2 people
Compile the press list
2 people
Send invitations
2 people
Publish registration form
Open press accreditation
Compile interview opportunities
2 people
Record technical requirements
2 people
Book catering
Plan photography and video
2 people
Collect dietary requirements
Process registrations
2 people
Prepare press badges
2 people
Prepare press kit
2 people
Prepare presentation and press release
2 people
Check catering order
Send speaker briefing
Print the run sheet
2 people
Print attendance list
Print name badges
2 people
Prepare press materials digitally
Do the shopping
2 people
Chill drinks
2 people
Charge equipment

Event

Open venue
2 people
Check the Venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out press folders
2 people
Sort name badges
2 people
Set up stage table and chairs
3 people
Set up backdrop and signage
2 people
Connect microphones
2 people
Connect the presentation
2 people
Test sound level
2 people
Test the presentation and video
2 people
Staff the reception desk
2 people
Register press
3 people
Hand out badges
2 people
Serve coffee and tea
2 people
Welcome the speakers
2 people
Guide speakers to the room
Open the press conference
Announce the speakers
Facilitate presentations
2 people
Pass around the microphones
2 people
Record questions from the audience
Guide the photo and video moment
2 people
Facilitate interviews
3 people
Refill drinks
2 people
Serve snacks
2 people
Reorder press materials
Collect press contact details
Complete final interviews
2 people
See guests out
2 people

Aftercare

Switch off equipment
2 people
Secure press materials
2 people
Collect tableware
2 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Clean the kitchen
2 people
Conduct the final venue check
2 people
Return materials
2 people
Send thank-you message
Send out the press release and photos
2 people
Process attendance and press contacts

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Stage table
Lectern
Clothes racksqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Camerasqty 2
Video camera
Tripodqty 3
Entry cardsqty 3
USB sticksqty 5
Laser pointer
Presentation clicker

Registration

Name badgesqty 100
Badge holdersqty 100
Lanyardsqty 100
Attendance formsqty 100
Ballpoint pensqty 30
Clipboard foldersqty 6

Communication

Press kitsqty 100
A4 printing paperqty 2
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Wayfinding signsqty 8
Arrow stickersqty 20

Decorations

Backdrop cloth
Tableclothsqty 10
Flower arrangementsqty 4

Lighting

LED lightsqty 6
Light standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Carafesqty 12
Small bowlsqty 12
Pliersqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 20

Catering

Groceries

Tips

Open press accreditation early and close it several days before the event, so you have time to process registrations, print badges and prepare an accurate attendance list.
Send the speaker briefing and interview opportunities at least 48 hours in advance. Include arrival time, speaking order, time limits and who handles follow-up questions.
Test the projector, screen, laptop, HDMI adapters, microphones, mixer and speakers before guests arrive. Bring spare power banks and check every extension cord and power strip.
Prepare the press kit in both printed and digital form. Keep USB sticks ready for journalists who need files on site, and make sure the presentation and press release use matching facts and names.
Check the catering order on the final working day and chill drinks before doors open. Place coffee cups, water glasses, plates and cutlery where they will not block registration or camera positions.

Frequently asked questions

How early should I send press conference invitations?: Send the first invitation about 2 to 3 weeks before the press conference. Send a reminder 2 to 3 days before the event, including the venue, start time, accreditation details and interview options.
When should press accreditation close?: Close accreditation at least 2 working days before the event. This gives you time to process registrations, print press badges and prepare the attendance list without last-minute rework.
How long before a press conference should AV equipment be tested?: Complete a full AV test at least 60 minutes before doors open. Check both wireless microphones, the mixer, speakers, projector, screen, laptop connections and HDMI adapters with the actual presentation.
What should be included in a press conference press kit?: Prepare the press kit no later than the day before the event. Include the press release, presentation, speaker details, approved images or video information and clear contact details for follow-up questions.

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.