How to Write a Press Release for an Event (Free Template Inside)

You’ve planned the event, booked the venue, and lined up the speakers, but now comes the hard part: getting people interested. Every event organizer faces the same challenge. How do you create buzz before the big day, attract media attention, and convince your audience that this is the event they can’t miss?

Social posts fade. Ads scroll by. What you need is credibility, something that cuts through the noise and makes your announcement feel official, exciting, and worth sharing. That’s where a press release comes in. A well-written press release is a core part of your event promotion strategy. It builds anticipation, earns coverage, and sets the tone for everything that follows. 

In this guide, you’ll learn exactly how to write a press release for an event, with step-by-step instructions, editable templates, and real examples.

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What Is an Event Press Release and Why It Matters

Before an event becomes a headline, it starts with a story, and that story begins in your press release. Think of it as the bridge between your team’s planning table and the world outside it. More than just being an announcement, it’s your first impression, the catalyst that turns a date on the calendar into something people actually care about.

What It Is: An event press release is a short, structured announcement that shares the who, what, when, where, and why of your event with journalists, media outlets, and the public. It’s crafted in a news-style format that is focused, and designed to be easy for editors to pick up or quote. In essence, it’s your event’s official voice, written to make it sound like an experience worth attending.

Why It Matters: Attention is fleeting, and inboxes are crowded. A strong press release distills your most important information into a clear, concise form. It builds anticipation, gives journalists a clear angle, and provides audiences with a reason to show up, whether in person or online. Beyond publicity, it also strengthens credibility. Sponsors, speakers, and partners see a professional press release as proof that your event is organized, serious, and media-ready. 

When to Use One: Not every gathering needs a press release, but every story-driven event can benefit from one. Use it when you’re:

• Launching something new such as a product, brand, or annual conference.
• Hosting a charity gala, awards night, or fundraiser with community impact.
• Announcing a high-profile speaker, performer, or partnership.
• Promoting virtual events or hybrid events that need digital visibility.
• Sharing post-event highlights, attendance milestones, or record-breaking moments.

No matter the size or scale, every event benefits from a clear, well-crafted press release.

How to Write a Press Release for an Event (Step-by-Step Guide)

A press release isn’t just a block of text but a blueprint. Every sentence plays a specific role, guiding the reader from curiosity to clarity, and finally, to action. When structured right, it feels effortless to read. Journalists can spot the headline, skim for facts, and instantly see why your event is a must-attend.

Here’s a step-by-step guide to writing an event press release that feels fresh, newsworthy, and impossible to ignore.

Event Press Release Structure: The Essential Framework

Before you dive into the details, here’s the basic skeleton every event press release follows:

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Step 1: Start with a Strong, News-Driven Headline

Your headline determines whether your press release gets opened or ignored. It should deliver both precision and curiosity in under 100 characters and use active language that highlights the value or outcome of your event. Instead of sounding like an ad, it should read like something you’d find in a newsroom feed, factual but also exciting. Readers want to know what’s happening and why it matters, fast.

Examples:

• “GreenFuture Expo 2025 Unites Sustainability Leaders Across Asia”
•  “TechCon 2025 Brings Global Innovators to Dubai for a Week of AI Breakthroughs.”

Step 2: Add a Clear, Informative Subheadline

If the headline is the hook, the subheadline is the context that grounds it. Use one short sentence to expand on the story, often by answering a secondary question such as when, where, or for whom the event is happening. Your subheadline should act like a preview line: it builds interest and clarifies what readers can expect without giving everything away. Keep it to one or two crisp lines under the headline.

Example:

•  “Three-day summit brings together 100+ founders and investors to explore the future of startup funding.”
•  “The annual festival returns with live performances, interactive workshops, and citywide community activities.”

Step 3: Craft a Compelling Lead Paragraph

The opening paragraph carries the weight of the story. It is where your press release either captures attention or loses it. It should summarize the entire story in two to three sentences, covering the five Ws: Who is hosting, What the event is, When and Where it happens, and most importantly, Why it matters. Keep it fact-based, active, and concise. The subheadline teases the story; the lead paragraph tells it in full. Together, they create the strongest possible first impression of your event.

Example:

• “SAN FRANCISCO, CA – March 5, 2025 – The Global Tech Forum returns this spring, bringing together over 2,000 innovators to explore the next wave of AI and automation. The three-day conference will feature speakers from Google, OpenAI, and Tesla, offering deep insights into the technologies shaping tomorrow’s world.”

Step 4: Build Engaging Body Paragraphs

Now that the essentials are covered, expand on the why. The body of your press release should transform raw details into a story worth sharing.

a. The Length of Text

Aim for two to three short paragraphs.Keep the total word count around 150–250 words. Provide enough detail to tell the story, but stay concise to maintain reader attention.

b. Highlight the Experience

This is where you add details about the event experience. Talk about what makes it special, the unique sessions, themes, performances, or what attendees will gain, and why it’s relevant right now. Use vivid but concise language.

Example:

• “From hands-on workshops to an evening networking gala, attendees will have opportunities to connect with industry experts and explore real-world innovations.”

c. Add Context and Credibility

If your event has a track record, share it. Mention last year’s turnout, notable achievements, or testimonials. If it’s new, explain what gap it fills or what problem it solves. Numbers, milestones, and specific names give your story weight. 

Step 5: Add Authentic Quotes

A quote transforms your press release from an information sheet into a conversation and adds credibility. Include a brief, genuine comment from your event organizer, keynote speaker, or sponsor. Quotes from external voices, like sponsors or guest speakers, show that respected partners are involved, signaling to potential sponsors or attendees that your event is credible and worth their attention. The best quotes capture emotion, excitement, purpose, or mission, not just repetition of the details.

Example:

• “Our goal this year is to turn insight into action,” said Ayesha Khan, Founder of the Global Impact Network. “We’re bringing people together to not only discuss change but to start it.”

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Step 6: Include an “Event at a Glance” Box

Readers love clarity. A short, skimmable box of key facts helps them find details without digging through paragraphs. This small section increases the likelihood of your release being quoted accurately.

Example:

Event Name: Elevate 2025 – The Future of Experience Design
Date: May 8–10, 2025
Time: 10:00 a.m.–6:00 p.m. (EST)
Venue: Javits Center, New York City / Virtual Access Available
Tickets: www.elevate2025.com/register
Media Contact: press@janedoe.com

Step 7: Write a Clear Call-to-Action (CTA)

Your reader should never wonder what to do next. End your release with a direct invitation. Be specific and avoid vague phrases like “Learn more.” The CTA is the bridge between reading and responding.

Examples:

• “Early bird registration is open until April 15 at [link].”
• “Apply for a media pass before April 10.”
• “Visit [link] for the full agenda.”

Step 8: Craft a Polished Boilerplate

Every press release ends with an “About” section, which is a short paragraph describing your organization. Two to four sentences about who you are, what you do, and why your events matter. This section remains consistent across all your releases and builds long-term brand credibility.

Example:

• “Founded in 2016, EventSphere is a global event production company dedicated to creating immersive conferences and digital experiences that connect people, ideas, and technology.”

Step 9: Add Complete Media Contact Information

Make it easy for people to contact you, whether they’re journalists, attendees, or potential partners. Include a direct contact name, title, email, and phone number. If possible, link to a media kit with images, logos, or speaker bios, small touches that make a journalist’s job easier and your event look more professional.

Example:
Media Contact:
Jane Doe, Communications Manager
jane.doe@eventsphere.com | +971 555 123 456

Step 10: Format for Readability

Finally, make sure your release looks as good as it reads. Use short paragraphs, simple fonts, and subheads for easy scanning. Avoid cluttered designs or attachments, most journalists prefer a clean email body with a link to your press page.

When done right, an event press release doesn’t just announce a gathering; it sets the tone for what’s to come. It captures the energy, the reason, and the invitation behind your event in a format the media can trust and your audience can act on. Aim for 400–700 words total in the final release. The goal is brevity with substance, enough information to tell the story, but concise enough to keep attention.

Event Press Release Template and Example

A good template does two things: it saves you from staring at a blank page, and it keeps your writing aligned with what the readers expect. Use this as your base, then adapt the language to match your brand and your event.

Event Press Release Template (Free + Editable)

Now that you’ve seen what a strong press release looks like, here’s a ready-to-use template you can customize for your own event.

This format works for nearly any occasion, from virtual career fairs and leadership summits to nonprofit fundraisers and tech launches. It’s flexible enough to adapt, simple enough to edit, and structured exactly how journalists like it: clear, credible, and easy to quote.

Just fill in your own details, adjust the tone to fit your brand, and your press release is good to go.

Template

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Example of an Event Press Release

Elevate 2025 to Redefine Experience Design in New York This May

NEW YORK, NY — February 15, 2025 — Elevate 2025, a three-day conference focused on the future of event and experience design, will take place May 8–10 at the Javits Center in New York City. The event brings together leading producers, creative technologists, and experienced strategists to explore how storytelling, technology, and design are reshaping the way audiences connect.

Attendees will experience keynote sessions, live demos, and collaborative workshops from brands at the forefront of innovation, including Meta, Google, and Cirque du Soleil’s creative studio. Designed for event professionals, marketers, and creators, Elevate 2025 offers a rare look at what’s next in immersive and hybrid experience design.

“We created Elevate to challenge the boundaries of how people connect,” said Jane Doe, Founder of Creative Projects. “Events are no longer about attendance — they’re about transformation. This year, we’re bringing together the minds that make that transformation possible.”

In addition to the main conference, Elevate 2025 will feature the Experience Lab Expo, an interactive showcase of emerging technologies, and the Design for Impact awards, recognizing innovative projects that drive community and cultural change.

Event Details

Date: May 8–10, 2025
Time: 10:00 a.m.–6:00 p.m. (EST)
Location: Javits Center, New York City / Virtual Access Available
Tickets / Registration: www.elevate2025.com/register
Media Contact: press@janedoe.com
More Info: www.elevate2025.com
Socials: Twitter: @ElevateEvent, Instagram: @ElevateEvent, LinkedIn: Elevate Event

Don’t miss Elevate 2025 — three days of innovation, insight, and connection with industry leaders. Check out the full agenda, explore interactive sessions, and secure your spot today to be part of an event that’s shaping the future of experience design.

About Elevate
Elevate is a global event company dedicated to creating immersive experiences that connect people, ideas, and innovation. Since 2016, we’ve hosted conferences, workshops, and expos that inspire learning, networking, and creative growth.

Media Contact:
Sarah Mitchell
PR & Communications Lead, Creative Projects
press@janedoe.com
+1 (212) 555-0198

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Expert Tips to Write an Event Press Release That Stands Out

Even with the right structure, great press releases stand out because of the details: the tone, the visuals, and the care behind the words. These small touches can make the difference between a story that gets noticed and one that gets overlooked. 

• Use strong verbs, not filler. “Launches,” “debuts,” “hosts,” and “reveals” beat “announces.”
• Add visuals. Include logos, headshots, and a short video link to boost shareability.
• Keep quotes natural. Write quotes that feel genuine, not scripted or promotional.
• Optimize for search. Include your event’s name, city, and type in the title and first paragraph.
• Add hashtags and social links. Help readers find and amplify your event online.
• Be inclusive. Add accessibility details like captions, sign language support, or wheelchair access.
• Track performance. Use UTM links (trackable URLs that show where traffic comes from) to measure how many clicks or registrations your press release drives.

How to Distribute an Event Press Release

Writing a great press release is only half the job, getting it in front of the right eyes is what drives real impact. Distribution determines whether your story lands in inboxes, news feeds, or search results. Use a mix of direct outreach, owned channels, and partner amplification to make sure your announcement doesn’t just exist, it gets seen.

• Email journalists directly. Personalize your note, paste the release into the body, and include a link to your press kit.
• Publish on your website. Add it under “News” or “Press” to build a searchable archive.
• Use press release platforms. Services like PR Newswire, EIN Presswire, or GlobeNewswire extend reach.
• Leverage event platforms. Share on Eventbrite, LinkedIn, or niche industry boards.
• Empower partners and sponsors. Encourage them to repost or reference the announcement in their own channels.

Timing tip: send your release 4–6 weeks before the event, with one short follow-up the week after.

How to Write a Press Release for an Event That Drives Real Results

A well-crafted event press release doesn’t just share information; it creates anticipation, builds credibility, and turns interest into action. With the right structure and storytelling, your announcement can capture media attention and inspire people to attend. 

And when it’s time to host your event, Remo makes it easy to bring those stories to life through immersive, interactive experiences. Want to see how it works? Book a demo to explore how you can host events that connect, engage, and truly stand out.

Frequently Asked Questions About Writing a Press Release for an Event

1. When should I send an event press release?‍

The best time to send your event press release is 4–6 weeks before the event. This gives journalists enough lead time to plan coverage and your audience enough time to respond. For smaller or local events, 2–3 weeks before works well. Always follow up once the event date nears.

2. How long should an event press release be?‍

Aim for 400–700 words in total. That’s enough space to include all essential details, headline, lead, quotes, and CTA, without overwhelming readers. Remember, journalists skim for clarity and relevance, so concise writing wins.

3. Can I use the same release for journalists and my website?‍

Yes. Keep the same content for consistency but optimize it for your website, add subheadings, hyperlinks, and visuals for easier reading. For journalists, stick to a clean, text-based format in the email body or downloadable link.

4. What’s the difference between a press release and an event invitation?‍

A press release is written like a news story, it informs and builds credibility for the media and the public. An event invitation is more direct and personalized, focusing on driving attendance and RSVPs rather than coverage.