An event press release helps you share your story and let the world know what your event is all about, what makes it different and your visions as well. You can write a great press release by following a template or using a press release sample.

Launching an event is an exciting milestone, but its success greatly depends on effective promotion. A well-crafted event press release can be the key to generating buzz, attracting media attention, and engaging potential users.

What is an Event Press Release?

An event press release is a brief public announcement by a company to announce an upcoming event. It provides essential details about the event’s name, date, venue, purpose, and key highlights. An event press release should follow the standard AP style format and stay within 350-450 words.

The purpose of an event press release is to inform the public, media, and potential users about an event promotion, generating anticipation and interest. A press release written for your event  can help you generate media attention giving you quick traction and brand trust as well.

An event press release should emphasize on the 5 Ws (Why, What, Where, When and Who) of a press release, showing What the event is all about, Why the event is newsworthy, Who organized the event and Who the target audience is, Where it will take place and When it will start.

The “Why” is more like the unique selling point (USP) of the event and why it merits attention and attendance.

The “What” outlines the core essence and purpose of the event, encapsulating what attendees can expect to experience.

The “Where” should provide explicit details about the event’s venue, ensuring potential attendees can easily locate and participate in the occasion.

The “Who” should unveil the event’s organizers, sponsors, and any notable figures associated with the event. It lends credibility and context to the occasion.

The “When” should pinpoint the event’s date and time, allowing prospective attendees to schedule their participation.

To effectively craft a compelling story for your event and set the stage for its grand success, you can either learn how to write a press release and use a press release distribution service to get the news out there, or hire a PR company to help you get it done. The first option, will help you control the tone of voice of your PR and save you cost as well.

In this article you will learn how to write a press release for your event like an expert saving you the cost of hiring a professional to write your press release and giving you full control of your press release style and tone.

Related: Press Release Examples

How To Write an Event Press Release Step-by-Step?

  1. Define Your Objective
  2. Craft a Compelling Headline
  3. Start with a Strong Lead
  4. Elaborate on Event Details
  5. Highlight Unique Selling Points (USPs)
  6. Incorporate Quotes
  7. Provide Contact Information
  8. End with a Strong Closing
  1. Define Your Objective

Determine the key message and purpose of your event press release. Decide what you want to achieve – whether it’s to announce an event, generate media coverage, or attract attendees.

  1. Craft a Compelling Headline

Create a clear, attention-grabbing headline that encapsulates the essence of your event. Make it concise, intriguing, and relevant to your target audience.

  1. Start with a Strong Lead

The first paragraph should succinctly summarize the most important details: Who, What, When, Where, and Why. This provides a quick overview for readers.

  1. Elaborate on Event Details

In subsequent paragraphs, delve into specifics about the event. Include pertinent information such as date, time, venue, purpose, and any notable participants or attractions.

  1. Highlight Unique Selling Points (USPs)

Emphasize what sets your event apart. Showcase any special features, guest speakers, or unique experiences attendees can expect.

  1. Incorporate Quotes

Include quotes from key figures or organizers to add credibility and a human touch to the press release. These can provide additional context and insight.

  1. Provide Contact Information

Include the contact details of a designated spokesperson or media contact. This allows journalists to reach out for further inquiries or interviews.

  1. End with a Strong Closing

Sum up the key points and reiterate the significance of the event. End with a call to action, encouraging readers to attend or learn more.

Remember to add the following key standard elements to your event press release: headline, dateline, lead, body, company details & media contact information. When writing an event press release, make sure to add the five W’s, Who, Where, When, Why and What. Also, have a curated list of media contacts or use a newswire to distribute your press release.

What to Avoid in an Event Press Release?

Craft an impactful event promotion press release by steering clear of these common pitfalls

  • Overly Promotional Language: Avoid using excessive superlatives or overly promotional language. Instead, focus on providing valuable information about the event.
  • Jargon and Acronyms: Steer clear of industry-specific jargon or acronyms that may not be easily understood by a broader audience. Keep the language clear and accessible.
  • Irrelevant Information: Stick to the most pertinent details about the event. Avoid including unrelated information that doesn’t contribute to the main message.
  • Neglecting Contact Information: Make sure to include clear and accurate contact information. This is crucial for journalists who may have follow-up questions or need more details.
  • Ignoring the Target Audience: Tailor the press release to appeal to the target audience. Consider what journalists, readers, and attendees want to know about the event.

How To Format an Event Press Release?

  1. Headline
  2. Subheadline (Optional)
  3. Dateline
  4. Lead Paragraph
  5. Body
  6. Quotes
  7. Contact Information
  8. Boilerplate

Organize your event press release effectively by incorporating essential elements like headline, introduction, and contact information.

  1. Headline: Create a captivating and concise headline that grabs attention and highlights the key event details. Make it clear and engaging.
  1. Subheadline (Optional): If needed, include a subheadline to provide additional context or a brief teaser about the event.
  1. Dateline: Begin with the city and state where the press release is issued, followed by the release date. For example, “New York, NY – September 11, 2023 -“
  1. Lead Paragraph: Write a compelling first paragraph that summarizes the most important information about the event. Include the who, what, where, when, and why in a concise manner.
  1. Body: In subsequent paragraphs, provide more details about the event, including the purpose, agenda, featured speakers, and any unique or noteworthy aspects. Use clear and concise language.
  1. Quotes: Include quotes from key organizers or speakers to add credibility and humanize the press release. Quotes should provide insights or enthusiasm about the event.
  1. Contact Information: Include the contact information of a media contact person who can address inquiries and provide additional details. Include their name, phone number, and email address.
  1. Boilerplate: End the press release with a brief company or organization description (boilerplate). This section provides background information about the hosting entity and its mission or purpose.

How To Write a Post Event Press Release

  1. Clear headline summarizing event highlights
  2. Dateline with city and date
  3. Strong introduction with event overview and success
  4. Detailed summary of event agenda and key moments
  5. Highlight achievements and impact
  6. Include attendee testimonials for credibility
  7. Provide relevant statistics and data
  8. Strong conclusion expressing excitement for the future

Post Event Press Release Template

FOR IMMEDIATE RELEASE

[Event Name] Concludes with [Key Outcome or Highlight]

[City, State, Date] – The [Event Name], which took place at [Venue] on [Event Date], concluded with [key outcome or highlight, e.g., “record attendance” or “unprecedented success”].

Organized by [Organizing Body/Company], this year’s event drew [Number of Participants, e.g., “over 500 participants from across the country”]. The event featured [Main Attraction, e.g., “keynote speakers from leading industries, interactive workshops, and networking sessions”].

“[Quote from an Organizer or Key Participant, e.g., “We are thrilled with the outcome of this year’s event. The enthusiasm and engagement we witnessed were beyond our expectations,” said Jane Smith, Event Director.”]

Key highlights of the event included:

  1. [Highlight 1]
  2. [Highlight 2]
  3. [Highlight 3]

[Add any significant partnerships, e.g., “The event was proudly sponsored by [Sponsor Name], a leading name in [Industry].”]

For media inquiries or for more information about next year’s event, please contact: [Contact Name] [Contact Position] [Email Address] [Phone Number]

About [Organizing Body/Company]: [One or two sentences about the organizing body or company, e.g., “Founded in 2010, XYZ Company specializes in hosting industry-leading events that foster innovation and collaboration.”]

Tips For Writing a Post Event Press Release

A post-event press release is written to capture and convey the significance and success of an event once it has concluded. It is essential for maintaining momentum, drawing media attention, and long-term effect preservation of the event. Writing a powerful post-event press statement needs considerable consideration and a calculated strategy. To do this, take into account the following pointers for crafting a successful press release following an event:

  • Use a clear and attention-grabbing headline.
  • Include essential details: purpose, date, location, and notable participants.
  • Incorporate quotes for credibility and authenticity.
  • Utilize high-quality visuals to enhance appeal.
  • Keep the release concise and informative.
  • Distribute widely to relevant media channels for maximum exposure.

When to Publish a Press Release For Your Event?

Your Event press release should be published around two weeks prior to the events release date. This timeline provides journalists and bloggers sufficient time to review, prepare, and share your press release with their audiences. Make sure your press release is within the 350-450-word range and features an attention-grabbing headline. This approach ensures that your event gains the necessary media coverage and generates anticipation among potential attendees.

Event Press Release Template

[Your Company/Event Logo]

[Event Name]

[Event Date]

[Event Location]

FOR IMMEDIATE RELEASE

[City, Date] – [Your Company/Event Name] is pleased to announce [Event Name], a [description of the event]. The event will take place on [Event Date] at [Event Location]. [Briefly mention any unique aspects or highlights of the event, such as special guest speakers, performances, or activities].

[Include a quote from a representative of your company or a key figure involved in the event, expressing excitement and anticipation for the upcoming event].

[Add a paragraph providing more details about the event, such as its purpose, target audience, and expected turnout. Highlight any key sponsors or partners, if applicable].

[Include additional relevant information about the event, such as registration details, ticket prices, and where attendees can find more information].

[If your event is for a charitable cause, mention any specific charities involved and how the event will support them].

[Conclude the press release with a brief company/organizer background and a call-to-action for media inquiries or attendance].

About [Your Company/Event Name]:

[Provide a brief overview of your company or the organization hosting the event, including its mission and previous successful events, if applicable].

For media inquiries or to schedule an interview, please contact:

[Your Name]

[Your Title]

[Your Company/Event Name]

Phone: [Your Phone Number]

Email: [Your Email Address]

Website: [Your Website]

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Related: Press Release Template

Event Press Release Example

[SDC LJC Logo]

FOR IMMEDIATE RELEASE

SDC LJC Presents TechXpo 2023: Unveiling the Future of Software Innovation

[City, Date] – SDC LJC, a trailblazing software development company, is thrilled to announce its highly anticipated event, TechXpo 2023, set to take place on [Event Date] at the prestigious [Event Location]. TechXpo 2023 promises to be an extraordinary showcase of cutting-edge technologies, revolutionary software solutions, and forward-thinking insights from industry experts.

As a leader in the software development landscape, SDC LJC envisions TechXpo 2023 as an opportunity to unite tech enthusiasts, developers, and industry pioneers under one roof to celebrate innovation and explore the limitless possibilities of the digital world.

“TechXpo 2023 is not just an event; it’s a platform for sharing knowledge, fostering collaboration, and shaping the future of software innovation,” said Laura Johnson, CEO of SDC LJC. “We’re excited to welcome attendees to experience the latest advancements in technology and witness how software is revolutionizing various industries.”

The event will feature an exceptional lineup of keynote speakers, including:

– [Speaker 1]: A renowned technologist and author, known for visionary talks on the impact of AI and machine learning.

– [Speaker 2]: A distinguished software architect, recognized for groundbreaking contributions to cloud computing and distributed systems.

– [Speaker 3]: A prominent entrepreneur, founder of a disruptive software startup that has transformed the e-commerce landscape.

TechXpo 2023 will also host a series of hands-on workshops and breakout sessions, where participants can gain practical insights and skills from experts in fields such as cybersecurity, blockchain, data analytics, and more.

Attendees will have the opportunity to explore SDC LJC’s latest software products and solutions at the Innovation Pavilion. SDC LJC’s team of developers will be available for live demonstrations and to answer any queries, providing a firsthand experience of their state-of-the-art offerings.

In alignment with SDC LJC’s commitment to giving back to the community, a portion of the event’s proceeds will be donated to [Charity Name], an organization supporting technology education initiatives for underprivileged youth.

Early bird tickets for TechXpo 2023 are now available through the official event website, with discounted rates for students and group bookings.

About SDC LJC:

SDC LJC is a leading software development company renowned for its innovative solutions and transformative impact on businesses worldwide. With a team of dedicated professionals driven by a passion for technology, SDC LJC continues to push the boundaries of what’s possible in the digital landscape.

For media inquiries or to request press passes, please contact:

Jennifer Carter

Public Relations Manager

SDC LJC

Phone: (555) 987-6543

Email: jennifer.carter@sdc-ljc.com

Website: www.techxpo2023.com

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Other Types of Press Releases

Related: Press Release Examples

How To Distribute Your Event Press Release

One thing is to write a great press release for your event, another thing is to have it published where it really matters.

You can explore different strategies in publishing your press release and start creating some buzz around your event.

Press Release Distribution Services

One of the fastest ways to get your word out there is using newswire syndication services like NewswireJet. While there are a number of press release distribution services out there, NewswireJet can help you publish your press release on media sites like Yahoo Finance, AP News, Business Insider, Top media affiliates of FOX, CBS, and ABC.

With a newswire distribution service, you can have your news published within hours. This gives you speed as you don’t need to spend tons of hours or days looking for where to have youre press release published.

Press Release distribution services again have access to tons of media sites and they get to do the heavy lifting for you while you focus on what really matters about your business.

Related: Best Press Release Distribution Services

Find Journalist/Media Contacts

Using contacts of journalists that are interested in your industry is another effective way to get your news out there. You can curate out lists of journalists in your industry, introduce your event to them and have them publish your event.

While this can take time, it can be very rewarding as well.

Using this approach means you can use different tactics to get a journalist to write about your event.

Pitch Your Your Story to Journalists

Crafting a compelling pitch is essential to capture the interest of journalists for your event press release. Research the journalists or media outlets that cover your industry and tailor your pitch to match their interests and audience.

It should be concise yet intriguing, offering a glimpse of the exciting story your press release holds. Highlight the uniqueness of your event. Focus on unique aspects or highlights of the event, such as special guest speakers, performances, activities or any other remarkable aspects that make your story newsworthy.

Provide supporting resources by attaching to your event press release, high-resolution images, and any relevant multimedia. This allows journalists to access all the necessary information easily. Show how your company’s event can inspire and engage their readers, making them eager to cover your event story.

Conclusion

Now you have the essential knowledge for crafting an impactful event press release and distributing it successfully. In summary, remember that a compelling press release for an event includes an attention-grabbing headline showcasing unique benefits and features. 

Follow the standard press release elements while focusing on your target audience and the publications they read. Clearly highlight why your event is worth attending and generating excitement. For maximum impact, include attractive product visuals directly within the press release, avoiding attachments whenever possible. With these elements in place, you’re well-prepared to make your event a resounding success.

Frequently Asked Questions About an Event Press Release

1. What is an event press release, and why is it important for promoting events?

An event press release is a formal announcement that provides all the essential details about an event to the media and the public. It’s crucial for promoting events because it helps to generate media coverage, attract attendees, and create excitement and anticipation around the event.

2. Where can I find a free event press release template to use as a starting point?

You can find free event press release templates on various websites and resources online. Many event management websites and public relations firms offer downloadable templates that you can customize to fit your specific event.

3. How can I customize the event press release template to fit my specific event and company details?

To customize the event press release template, you’ll replace the pre-written details with your event’s name, date, location, and other relevant information. Additionally, you can add specific details about special guests, performances, or unique activities to make the press release tailored to your event.

4. Should I include images or multimedia in my event press release?

Yes, including high-quality images or multimedia content related to your event can enhance the press release’s visual appeal and make it more shareable on various platforms. However, ensure that the file sizes are appropriate for easy distribution.

5. How do I distribute my event press release?

Distribute your press release to relevant media outlets, journalists, bloggers, and industry influencers. Utilize online press release distribution services and share it through your company’s website, social media channels, and email newsletters.

6. When should I send out my event press release?

Send out your event press release well in advance of the event date. Aim to distribute it at least two to three weeks ahead of the event to allow media outlets and journalists enough time for coverage planning.

Other Types of Press Release