Organizing a press event step by step
Press events can be an effective means of presenting business or cultural events, products or services, as well as attracting media attention. When organizing a press event, it is important to take care of every detail to make the event a success. RV Event's professional event organizing team will help ensure that not a single important step is missed, and that the press event is organized and conducted smoothly!
Step 1 for organizing the press event: Defining objectives
The first step in planning any press event is to define what we want to achieve with it. Maybe we want to introduce a new product, increase brand awareness, or express our support for a particular cause. Determining the objectives helps in planning and communicating the event, without this, carrying out any further steps is a waste of time, as everything must be organized along these lines!
Step 2 to organize the press event: Selecting a date and location
Choose a date and location that meets the goals of the event and the needs of the target audience. It is important that the date does not conflict with other important events, in this regard it is worth looking at the calendar of events found in the industry, perhaps asking around among colleagues and interested parties. Choosing a date practically goes hand in hand with choosing a location. The basis of a good event is a good location - therefore it is unnecessary to choose a date if there is no free capacity for that day at the good locations. The earlier you book, the more options you have.
Are you looking for the perfect location for a press event? We have several very good event halls in Kaposvár, where we have already held many successful press events. Also, if you are thinking of organizing a press event outside, our event tents provide the perfect trump card against the weather. Request an offer by filling out the form below. Enter your specific needs and requests in the message section, and we will get back to you soon!
Step 3 to organize the press event: List of invitees
Let's decide who will be invited to the event. This may include journalists, bloggers, industry experts, business partners and other interested parties, as well as colleagues. Don't forget to prepare invitations and invitation emails, then send them out and ask for feedback. It is important that the invitations also reflect the atmosphere and goals of the event!
Step 4 to organize the press event: Develop a communication plan
Prepare a detailed communication plan that includes ways to promote the event. This allows us to reach our target audience and the media. Use online and offline channels such as social media, press releases, newsletters. Different social media platforms are becoming more and more popular these days, don't forget to use Instagram, TikTok, and Linkedin if your target audience is like that, in addition to Facebook.
Step 5 to organize the press event: Plan the program
Let's decide the program of the event. Organize speeches, presentations or shows that introduce our main message and product or service. Think about the logistical details, such as microphones, projectors, decorations and the flow of the event. We have good news, because the event halls of RV Event are equipped with all technical equipment, our colleagues help with the installation of the sound system, projection, and also with the equipment of the hall!
Step 6 to organize the press event: Execution of the day of the event
On the day of the event, make sure everything is ready. We welcome the arrivals, guide them to the venue and make sure everything goes smoothly. Don't forget to provide the press with the necessary information and interview opportunities. After the event, we evaluate how everything went. Which part was successful and which part didn't work well? Let's learn from any mistakes and use the evaluation to plan the next press event.