Let’s be honest: promoting an event in today’s media-saturated world is no small feat. You’ve got a killer idea, an exciting lineup, maybe even early bird buzz but if no one hears about it, none of that matters. That’s where the press release comes in.

But not just any press release. A well-written, properly formatted, journalist-ready event press release that gets picked up, not passed over.

In this guide, I’ll walk you through exactly how to write a press release for an event that earns media attention, drives registrations, and positions your brand like a pro. Whether it’s your first event or your fiftieth, you’ll find practical tips, examples, and even a downloadable template to make the process painless.

What Is an Event Press Release and Why Does It Matter?

An event press release is a formal, concise, and news-style announcement sent to media outlets to publicize an upcoming event. Think of it as your official pitch to journalists, an invitation to help you spread the word.

Why does it matter?

• Media coverage = legitimacy. A press release adds professionalism and builds credibility with media and potential attendees.
• It informs your audience. Details like what, when, where, and why are all in one neat place.
• It sets the tone. Journalists are more likely to cover an event that’s communicated clearly and newsworthy.

Event press releases are particularly useful for:

• Conferences
• Product launches
• Fundraisers
• Public ceremonies
• Webinars and virtual events
• Community outreach programs

What Should You Include in a Press Release for an Event?

When learning how to write a press release for an event, start with the structure. Press releases follow a standard, proven format designed to make editors’ lives easier.

Here’s what every sample press release for an event should include:

1. Headline and Subheadline

Grab attention. Your headline should be specific, keyword-rich, and newsworthy. Subheadlines give you space to add extra context or highlight a special guest or theme.

Example:

Local Food Festival Returns to Downtown This October
Annual event to feature celebrity chefs, live music, and local vendors

2. Introduction (The Lead Paragraph)

Summarize the most important information right away. Journalists want to know the who, what, when, where, why, and how.

3. Body Paragraphs

Add supporting information: speaker bios, themes, partnerships, sponsors, quotes, or statistics that make the event more compelling.

4. Boilerplate

This is your “About Us” paragraph. A 2-3 sentence company bio that explains who you are and why you’re organizing the event.

5. Media Contact

Include a name, email address, and phone number so journalists can follow up. If they can’t reach you, they won’t cover the story.

How to Format an Event Press Release Professionally

Formatting can make or break your press releases.

Stick to this layout:

• Top left: “FOR IMMEDIATE RELEASE” (in all caps)
• Right under that: Event date and location (e.g., NEW YORK – August 1, 2025)
• 12-point serif font (like Times New Roman)
• Single-spaced text with double spaces between paragraphs
• One page is ideal; two max
• End with “###” centered at the bottom

Step by Step Guide to Writing an Event Press Release

Let’s break it down into manageable steps:

1. Find Your News Angle

Don’t just announce the event, explain why it matters now. Is it your first time back in-person? Are you launching a new product? Partnering with a notable organization? Make your hook media-worthy.

2. Craft a Strong Headline

Aim for clarity and intrigue. Keep it under 80 characters. Avoid hype and use facts.

Bad: “You Don’t Want to Miss This Crazy Event!”

Good: “Award-Winning Playwright to Headline Community Theater Festival”

3. Nail the First Paragraph

Journalists might not read past the first few lines. Include the “Five Ws and One H” right away: who, what, when, where, why, and how.

4. Add Supporting Quotes

Pull quotes from organizers, sponsors, or performers. This adds a human voice and authority.

5. Finish With the Boilerplate + Contact Info

This part is often overlooked, but it’s critical. Don’t bury the contact info, make it easy to find.

Event Press Release Templates and Examples

Here’s a free event press release template to kick things off:

FOR IMMEDIATE RELEASE

CITY, State – Date

[Event Name] to Take Place on [Date] at [Venue]

[City, State] – [Your organization] is excited to announce [event name], a [type of event] happening on [date] at [location]. The event will feature [key highlights], bringing together [target audience] for a day of [activity, learning, fun, etc.].

“We’re thrilled to bring this experience to the community,” said [Name], [Title] of [Organization]. “It’s a great opportunity for [reason].”

Tickets are available at [event website]. Media inquiries can be directed to [Contact Name] at [email] or [phone number].

About [Organization Name]
[1-2 sentence description of your organization and mission.]

Need inspiration? Check out this event press release example for a product launch:

NEW YORK – August 14, 2025
Tech startup Zenova is unveiling its latest wearable at the FutureTech Expo this September. The product, designed to track stress levels through biometric sensors, will be demonstrated live during the event, with interactive demos and Q&A sessions available for attendees…

Where and How to Distribute Your Event Press Release

Writing your release is half the battle, distribution is the other.

1. Send to Local and Industry Media

Use Google News, LinkedIn, or tools like Muck Rack to find journalists who cover your niche. Personalize your pitch and avoid mass-blasting.

2. Use a Press Release Distribution Service

Tools like Press Advantage, EIN Presswire, or PR Newswire can help get your release in front of a broader audience, including search engines.

3. Share It on Your Channels

Post the release on your blog, LinkedIn, newsletter, and in any Facebook event or Eventbrite listing. Repurpose quotes and stats into social posts.

4. Email It to Your Network

Don’t underestimate word-of-mouth. Send it to vendors, speakers, partners, and past attendees, they’ll help amplify your reach.

How to Make Sure Your Press Release Gets Noticed

Pro Tip: Distribute 2–3 weeks in advance for the best media pickup.

Press Releases for Events: Common Mistakes to Avoid

Let’s recap the most common slip-ups:

1. Weak or vague headline
2. Skipping the basics (who, what, when, where)
3. Saving important info for the bottom
4. Overhyping or sounding like an ad
5. Writing generically without targeting your audience
6. Forgetting the boilerplate or media contact
7. Not proofreading
8. Sending it too late
9. Ignoring proper press release formatting
10. Leaving out a clear CTA

Final Thoughts

If there’s one thing I’ve learned in 10+ years of writing press releases, it’s this: simple, clear, and timely always wins.

A great event press release doesn’t need flashy language or clever tricks—it needs structure, substance, and a touch of storytelling. When done right, it doesn’t just announce your event, it elevates it.

Use the templates, follow the structure, and always write with your audience (and the journalist) in mind. Whether you’re announcing a TED-style conference or a neighborhood cleanup, your event deserves to be seen.