Press launch checklist: plan every detail in the right order

A press launch has more moving parts than a standard presentation. You need to coordinate press contacts, registrations, speakers, press materials, catering, photography and technical support without leaving key checks until the last day. This checklist gives you a clear sequence, from building the guest list and sending invitations to testing the equipment and preparing the demo. Use it to spot overlooked details such as dietary requirements, parking information, spare cables and printed materials.

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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 guest list
2 people
Select press contacts
2 people
Send invitations
2 people
Process registrations
Send reminders
Collect dietary requirements
Confirm speakers
Collect presentations
Assemble press kits
2 people
Finalize press release
2 people
Have the press release checked
2 people
Collect visual materials
2 people
Make name badges
Print the program
Reserve venue
Book catering
Reserve photographer
Book technical support
Send parking information
Share the route to the venue
Test the equipment
2 people
Run through the presentation
3 people
Prepare Demo
3 people
Confirm catering quantities
Do the shopping
2 people
Pack press kits
3 people
Arrange tables
2 people
Sort name tags
Chill drinks
2 people
Open venue
2 people
Set up the registration table
2 people
Set up tables
3 people
Set up chairs
3 people
Clear the stage area
2 people
Hang up decorations
2 people
Set up signage
2 people
Set out presentation materials
2 people
Lay out press kits
2 people
Prepare the registration list
Set up catering
3 people
Prepare snacks
3 people
Make coffee and tea
2 people
Check sound and video
2 people

Event

Welcome speakers
2 people
Register guests
3 people
Hand out name badges
2 people
Distribute press kits
2 people
Serve welcome drinks
3 people
Guide guests to the hall
2 people
Host the opening
Handle the product presentation
2 people
Lead the live demo
3 people
Moderate audience Q&A
2 people
Take press photos
2 people
Conduct Interviews
3 people
Serve snacks
4 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Facilitate the networking session
2 people
Complete final interviews
2 people
Hand out farewell gifts
2 people
See guests out
2 people

Aftercare

Pack leftovers
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Sort waste
2 people
Clean the venue
3 people
Dismantle the technical setup
2 people
Store press data securely
Gather borrowed materials
2 people
Return materials
2 people
Store photos securely
Send follow-up press release
2 people
Send thank-you email
Follow up on media requests

What to bring

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

Furniture

High tablesqty 6
Dining tablesqty 8
Chairsqty 60
Registration desk
Speaker chairsqty 4
Clothes racksqty 2

Tableware

Wine glassesqty 70
Water glassesqty 70
Coffee cupsqty 60
Dinner platesqty 70
Dessert platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Speakersqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Cameraqty 2
Camera tripodsqty 2
Memory cardsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Pouring jugsqty 8
Thermos flasksqty 6
Meal containersqty 12

Decorations

Company logo bannersqty 3
Table runnersqty 14
Flower arrangementsqty 8
Photo backdrop
Directional signsqty 8
Name badge holdersqty 60
Table display standsqty 12

Lighting

LED light setsqty 6
Atmosphere lightsqty 10
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries

Tips

Start the guest and press-contact lists at least four to six weeks before the launch. Allow time for invitations, registration processing and a reminder rather than relying on last-minute attendance confirmations.
Set a firm deadline for speaker materials. Collect presentations, check the press release and visual assets, then run through the full presentation at least one working day before guests arrive.
Confirm catering quantities after registrations close, including dietary requirements. Do not wait until delivery day to discover that the serving platters, glasses or coffee cups were not included.
Test the projector, projection screen, laptop, wireless microphones, speakers and HDMI connections in the actual venue. Pack extension cords, power strips, power banks and a presentation clicker as backups.
Prepare the arrival flow before event day: place the registration desk, print the programme and name badges, share the route and parking information, and confirm who handles photography, technical support and the demo.

Frequently asked questions

How far in advance should I send press launch invitations?: Send the first invitations four to six weeks before the launch, especially if journalists need to reserve time. Send a reminder about one week before the event and process registrations as they arrive.
When should I finalise the press release for a press launch?: Prepare the final version at least five business days before the launch. Have it checked before assembling the press kits, so you do not need to reprint or replace materials at the last minute.
How many days before the event should I test the presentation equipment?: Run a full equipment test at least one working day before the launch, using the venue’s projector, screen, laptop, microphones and speakers. Test the demo and keep spare cables and power supplies ready.
When should I confirm catering quantities for a press launch?: Confirm quantities two to three business days before the event, once most registrations and dietary requirements are known. Check tableware and serving equipment at the same time.

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