Press preview checklist: what to arrange and when

A press preview has several moving parts: media invitations, accreditation, a film screening, catering and a room that must be ready before the first guest arrives. Start by fixing the date, venue and screening rights, then work through the press list, registrations and technical requirements. The final week is for materials, confirmations and testing. On the day, allow time to open and clean the venue, set up registration and seating, chill drinks and test the film with its backup file.

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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
Confirm film rights and screening
Compile the press list
2 people
Send invitations
2 people
Open press accreditations
Process registrations
2 people
Collect dietary requirements
Request technical requirements
Book catering
Confirm photographer
Brief the presenter
Prepare press kit
2 people
Make name badges
Print the program
Print attendance list
Test the film file and backup
2 people
Review technical schedule
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Clean the room
2 people
Set up chairs
3 people
Set up the registration table
2 people
Lay out press folders
2 people
Build the catering buffet
3 people
Connect audio and video
2 people
Set lighting scenes
Fully test the film
2 people
Briefing for reception team

Event

Staff the registration desk
2 people
Welcome guests
3 people
Serve coffee and tea
2 people
Distribute press kits
2 people
Announce the opening
Start the film screening
Refill drinks
2 people
Moderate the Q&A
2 people
Restock the drinks buffet
3 people
Facilitate interviews
2 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Put furniture back
3 people
Check materials
Return borrowed materials
Send press follow-up

What to bring

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

Furniture

Chairsqty 70
Reception tablesqty 3
Buffet tablesqty 4
Lounge chairsqty 8
Coat racksqty 2

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 3
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 5
Extension cordsqty 5
USB sticksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving tongsqty 8
Bread basketsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 70
Badge holdersqty 70
Pensqty 20
Registration signsqty 2
Red carpet

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Catering

Groceries

Tips

Build the press list before sending invitations, and keep registration open long enough to collect dietary requirements and technical needs. Print the attendance list only after the final registration update.
Test the film file on the actual laptop, projector, screen, speakers and HDMI setup at least one working day before the preview. Test the backup from a separate USB stick as well.
Brief the presenter with the running order, screening length and technical schedule before doors open. Confirm who handles microphones, playback and questions if something changes.
Order catering only after you have a reliable attendance number and dietary information. Plan the buffet layout around plates, cutlery, serving trays and tongs so registration staff are not blocked by the food service.
Prepare name badges, the printed programme and press folders before the event day. Set up the reception table, coat racks, chairs and lounge seating before opening the venue, then leave a clear route to the screening room.

Frequently asked questions

How far in advance should I send press preview invitations?: Send the first invitations about four weeks before the preview. Keep accreditations open for at least two weeks, then send a reminder five to seven days before the event.
When should I confirm catering for a press preview?: Request a provisional catering booking when invitations go out, then confirm quantities three to five working days before the preview. Use the final registration list and dietary requirements for that confirmation.
How early should I test the film screening equipment?: Run a full test at least one working day in advance, using the actual laptop, projector, screen, speakers, cables and adapters. Test the backup film file from a separate USB stick as part of the same check.
How early should the venue be ready for a press preview?: Open the venue at least two hours before guest arrival. Use the first hour for cleaning, chairs, registration and press folders, and keep the remaining time for the buffet, chilled drinks and a final technical check.

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