Press day checklist: what to arrange and when

A press day depends on more than confirming a date and inviting journalists. You need a reliable press list, a clear programme, a registration process, prepared speakers, working presentation equipment and a room that is ready before guests arrive. This checklist puts the work in a practical order, from invitations and dietary requirements to name badges, press kits, catering and the registration desk. Use it to spot the details that are commonly left until the last morning.

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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

Compile the press list
2 people
Finalize the program
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Confirm speakers
2 people
Collect press questions
Compile press kits
3 people
Print name badges
Create directions
Send parking information
Confirm catering
Test the equipment
2 people
Collect presentations
Check press kits
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Mark the room layout
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out press folders
2 people
Lay out name badges
2 people
Dress the stage table
2 people
Set up projector and screen
2 people
Set up microphones
2 people
Test presentations
2 people
Check the lighting
Set up coffee station
2 people
Set up buffet tables
3 people
Prepare snacks
3 people
Set aside special diet meals
2 people
Set out drinks
2 people
Check toilets

Event

Staff the reception desk
2 people
Register guests
2 people
Hand out name badges
2 people
Distribute press kits
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Announce the opening
Facilitate presentations
2 people
Pass around the microphones
Logging press questions
Refill drinks
2 people
Serve snacks
3 people
Manage the interview room
2 people
Guide the photo moment
2 people
Open the dinner buffet
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Serve coffee after dinner
2 people
See off guests and manage departure
2 people

Aftercare

Collect lost property
2 people
Remove decorations
3 people
Switch off equipment
2 people
Collect tableware
3 people
Sort waste
3 people
Clear buffet
3 people
Clean the room
3 people
Clean the restrooms
2 people
Put furniture back
3 people
Pack away the equipment
2 people
Collect return materials
2 people
Return rental items
2 people
Select press photos
Send press materials afterward
Archive attendance list

What to bring

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

Furniture

Folding tablesqty 12
Chairsqty 65
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Dinner cutlery setsqty 70
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Small bowlsqty 12
Water jugsqty 8

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Laptopsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3

Lighting

Standing lampsqty 4
LED string lightsqty 4

Decorations

Tableclothsqty 12
Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Name badge holdersqty 70
Lanyardsqty 70
Table numbersqty 12

Catering

Press kitsqty 60
Notepadsqty 70
Ballpoint pensqty 70
Menusqty 70
Diet table cardsqty 10
Groceries

Cleaning

Trash bag holdersqty 6
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Tips

Start the press list and invitation process early enough to allow for follow-up. Open registration when the programme and speaker lineup are stable, then process replies and collect dietary requirements before confirming catering.
Set a firm deadline for presentations and press questions. Collecting both in advance gives speakers time to prepare and lets you test the laptop, projector, screen, microphones and presentation clicker with the actual files.
Prepare the arrival information before invitations go out. Send directions and parking details with the confirmation, and have printed name badges ready at the registration desk so check-in does not depend on a laptop or phone.
Check the catering setup against the guest count, including coffee cups, water glasses, plates, cutlery and serving utensils. Chill drinks in advance and allow time to position coffee machines, kettles, thermos flasks and water jugs before registration opens.
Treat the room setup as a separate final check, not a quick task between other jobs. Mark the layout, place tables and chairs, set out coat racks and waste bins, and check every press kit before guests arrive.

Frequently asked questions

How far in advance should I send press day invitations?: Send the first invitations at least 3 to 4 weeks before the press day. Keep registration open for about 2 weeks, then send a reminder 5 to 7 days before the event and follow up with confirmed guests.
When should I confirm catering for a press day?: Confirm catering 5 to 7 days before the event, once registrations and dietary requirements have been processed. Recheck the final guest count and order drinks, coffee supplies and tableware before shopping or delivery.
How many press kits should I prepare?: Prepare one press kit for every confirmed journalist, plus 10% extra for late registrations or replacements. Check every kit the day before and place them where guests can collect them without blocking the registration desk.
When should I test the equipment for a press day?: Test the projector, screen, laptops, microphones and presentation clicker at least 1 day before the event using the collected presentations. Repeat a short sound and image check 60 to 90 minutes before guests arrive.

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.