How to Write a Press Invitation Release to Attract Media to Your Event

After sending your “Save the Date” release, it’s time to move to the second crucial step in your PR strategy: the press invitation.
This document has one simple goal: to confirm journalists’ attendance and provide them with all the necessary information to cover your event effectively.

When should you send the press invitation?

Timing is key:

• 10 days before the event: first send, including all complete information.

• 2 days before or the day before: strategic reminder to ensure your event stays on their agenda.

This double-send strategy maximizes journalists’ attendance and prepares the ground for optimal coverage.

Structure of an effective press invitation

1. Visual header
Use a key visual containing:

• Date and location

• Theme

• Logos of partners or sponsors

2. Title and subtitle

• Title: Press Invitation: [Event Name]

• Subtitle: Event theme or main slogan

3. Key information
Display the date and full address prominently — without unnecessary introductory paragraphs.

4. Body text
Example opening:

“[Organizer’s Name] invites you to [Event Name], on [Date] at [Location].”

Then detail:

• Event purpose and theme

• Key personalities attending: name, role, country

Tip: highlight the “headline speakers” likely to appeal to the media.

5. Registration / Accreditation
Clearly indicate the link or procedure for registration. Make it visually distinct (centered or boxed).

6. Detailed program
Present the program as a list:

• Day 1 – 10:30 a.m.: Roundtable “Theme 1”

• Day 1 – 2:00 p.m.: Conference “Theme 2”

Add a link to the full program (PDF or web page), including:

• Names and roles of speakers

• Photos or bios if available

7. Press contact
Name, email, and phone number of the PR contact.

8. About the organizer
A short paragraph (4–5 lines) introducing your organization, its expertise, and its role in the sector.

What’s next?

Once your press invitation has been sent, journalists have all the practical details and the full program.
The next step: communicate during the event to feed content to attending media and reach those who couldn’t attend, maximizing press coverage and strengthening your visibility.