How to Write an Event Press Release: All You Need to Know

An event press release is your chance to showcase what makes your gathering unique, share your vision, and tell your story. By following a proven structure or referring to a press release sample, you can craft a powerful announcement.

Putting on an event is thrilling—but its reach hinges on smart marketing. A polished event press release sparks conversation, wins media coverage, and draws in attendees.

What Is an Event Press Release?

An event press release is a concise announcement that a brand issues to unveil an upcoming occasion. It covers the event’s title, date, location, purpose, and standout features. Typically, it adheres to AP style and runs between 350–450 words.

This type of release aims to alert journalists, prospects, and the public, building excitement and buzz. A well-written release can secure swift media pick-up, boosting credibility and brand awareness.

Every event release should answer the five Ws: What the gathering entails, Why it’s noteworthy, Who is organizing and who should attend, Where it will occur, and When it starts.

Why: Your event’s unique angle—what compels attendance.
What: A snapshot of the experience attendees will enjoy.
Where: Exact venue details that guide participants to the site.
Who: The organizers, sponsors, and VIPs lending authority and context.
When: The precise date and time, so readers can plan ahead.

To tell your event’s story like a pro, you can master the art of press-release writing and use a press release distribution service, or outsource to a PR agency. DIY lets you maintain your brand voice and save budget.

In this guide, you’ll learn to write an event press release with expert precision—no outside help needed, with full control over tone and style.

Related: Press Release Examples

Step-by-Step: Writing Your Event Press Release

Define Your Objective
Pinpoint what you want to achieve—announce the event, drive coverage, or boost ticket sales.
Craft a Catchy Headline
Write a concise, compelling headline that captures the essence of your event.
Lead with Impact
Your opening paragraph must hit the five Ws: who, what, when, where, and why—so readers grasp the core message instantly.
Expand on Key Details
In follow-up paragraphs, flesh out date, time, venue, purpose, and notable participants or attractions.
Spotlight Your USPs
Emphasize what makes your event stand out—special guests, exclusive experiences, or unique programming.
Include Quotations
Quotes from organizers or speakers add credibility and a human element to your release.
List Contact Information
Provide clear media contact details—name, phone, and email—so journalists can follow up.
Close with a Strong CTA
Reinforce why the event matters and invite readers to register or learn more.

Pro Tip: Always include headline, dateline, lead, body, boilerplate, and media contact. Keep it focused on the five Ws, and build or purchase a media contact list or use a newswire for distribution.

Common Pitfalls to Avoid

Over-the-Top Hype: Resist excessive superlatives; focus on substance.
Insider Jargon: Use clear, accessible language.
Irrelevant Details: Stick to what matters.
Omitting Contacts: Always supply accurate follow-up info.
Ignoring Your Audience: Tailor your tone and content to journalists and attendees.

Formatting Your Release

Headline: Engaging and precise.
Subheadline (Optional): Adds context.
Dateline: City, state, and release date (e.g., “London, UK – August 7, 2025 –”).
Lead Paragraph: Quick rundown of the five Ws.
Body: Background, agenda, speakers, and highlights.
Quotes: From key figures to humanize and endorse.
Contact Info: Name, title, phone, email.
Boilerplate: Brief company or organizer overview.

Timing Your Announcement

Aim to issue your event release roughly two weeks before the date. This window gives media outlets time to prepare coverage and ensures your 350–450-word release and punchy headline generate maximum anticipation.

Event Press Release Template

markdown

[Logo]

[Event Name]

[Date]

[Location]

FOR IMMEDIATE RELEASE

[City, Date] – [Organization Name] is excited to announce [Event Name], a [brief event description] on [Event Date] at [Event Location]. Highlights include [guest speakers/performances/activities].

“[Quote expressing enthusiasm],” said [Name, Title].

[More details on purpose, audience, and sponsors].

About [Organization]: [Boilerplate description].

Related: Press Release Template

Examples

SDC LJC Presents TechXpo 2025
FOR IMMEDIATE RELEASE
London, UK – August 7, 2025 – SDC LJC invites tech innovators to TechXpo 2025 on September 15 at The Conference Centre. Expect AI demos, cloud workshops, and insider panels. “TechXpo 2025 brings visionaries together to shape tomorrow’s software,” said Laura Johnson, CEO. Early-bird tickets: techxpo2025.com.

Distribution Strategies

Newswire Services: Fast syndication via outlets like Yahoo Finance, AP News, and Business Insider through NewswireJet.
Direct Media Outreach: Build targeted journalist lists and send personalized pitches.
Story Pitches: Craft concise, engaging emails highlighting your event’s unique angle and include multimedia assets.

Conclusion

With these insights, you’re ready to write, format, and distribute an event press release that commands attention. Remember: a compelling headline, clear five Ws, relevant visuals, and strategic timing are your keys to success.

FAQ

What is an event press release?
A formal announcement conveying all critical event details to media and the public.
Where can I find a free template?
Download a press release template online.
How do I tailor it?
Swap in your specific dates, names, and event highlights.
Should I include images?
Yes—high-resolution photos boost shareability.
How to distribute?
Use both newswires and targeted journalist outreach at least two–three weeks ahead.

Now you have the veteran PR toolkit to make your event announcement shine. Good luck!