Event Press Release Template

Announce a conference, festival, opening, webinar, or any dated gathering. A full example release, the copy-paste skeleton, and an AI prompt tuned for this announcement type.

Press release templates / Event press release template

What is an event press release?

An event press release announces a dated gathering: a conference, festival, grand opening, webinar, or fundraiser. It follows the standard press release structure, but the news is the date, so everything works backward from one goal: getting readers to attend and journalists to cover it. The date, location, and cost belong in the first two sentences, not the fifth paragraph.

When should you use one?

Publish when the details are locked: date, venue, program, and registration. Two to four weeks before the event is the practical window; earlier and outlets sit on it, later and event calendars miss their deadlines. Pair the release with direct outreach to local journalists (our email pitch samples cover that). If something newsworthy happens at the event itself, a record turnout or an announcement from the stage, that earns a second release afterward.

Example event press release

FOR IMMEDIATE RELEASE

Lakeside Roasters to Host First Northside Coffee Festival, September 12

Free one-day festival brings 30 regional roasters, cupping workshops, and live music to Waterfront Park.

PORTLAND, Ore. — August 3, 2026 — Lakeside Roasters, a specialty coffee roaster serving the Pacific Northwest since 2019, today announced the first Northside Coffee Festival, a free public event at Waterfront Park on Saturday, September 12, 2026, from 10 a.m. to 6 p.m. The festival brings together 30 regional roasters and is expected to draw 5,000 attendees in its first year.

The festival features tasting stations from each participating roaster, hourly cupping workshops led by licensed Q graders, a latte art competition with a $1,000 prize, and live performances from four local bands. Attendance is free; workshop seats can be reserved at the festival website for $15.

Registration for the latte art competition opens August 10 and is limited to 32 competitors. Full schedules, vendor lists, and reserved parking details are available at northsidecoffeefest.com.

"Portland has more great roasters per block than any city in America, and most of them never end up in the same room," said Maya Chen, founder of Lakeside Roasters. "We wanted one day where anyone can taste their way across the whole scene for free."

About Lakeside Roasters — Lakeside Roasters is a specialty coffee roaster in Portland, Oregon, sourcing single-origin beans from 14 partner farms and serving the Pacific Northwest through its cafe, wholesale, and subscription programs. Learn more at lakesideroasters.example.

Media Contact Jordan Alvarez Communications Manager [email protected] (503) 555-0148

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Example event press release (fictional, for illustration).

Why this example works

Headline: The event, the host, and the date in under 100 characters. No adjectives doing the work facts should do.

Lead: Who, what, when, where, and the scale number a journalist will cite, in two sentences.

Body: Concrete program details and the numbers that make coverage easy: prices, capacity, deadlines.

Quote: The one place opinion belongs. It explains why the event exists; it does not repeat the lead.

Boilerplate: Identical to the company description used everywhere else. Entity consistency is how AI assistants learn who you are.

Copy-paste event press release template

FOR IMMEDIATE RELEASE

[Company/Organizer] to Host [Event Name], [Date]

[Subheadline: what attendees get, scale, and venue in one sentence]

[CITY, State] — [Month Day, Year] — [Organizer name], [one-line description], today announced [event name], [event type] at [venue] on [date and time]. [One sentence with the number that signals scale: expected attendance, number of speakers/vendors, editions.]

[Program details: what happens at the event, ticket prices or free admission, key deadlines like registration dates. 3-4 sentences with concrete numbers.]

"[Why this event exists, in words a person would say]," said [Full Name], [Title] of [Organizer]. "[Optional second sentence.]"

[Logistics paragraph: where to register, parking/access notes, sponsor mentions if contractually needed. End with the event website.]

About [Organizer]
[Standard boilerplate, 1-3 sentences, with website.]

Media Contact
[Name, Title, Email, Phone]

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Event press release AI prompt

Fill in the facts section, then paste the whole thing into ChatGPT, Claude, or the Press Ranger AI writer.

AI prompt: event press release

Write an event press release using the facts below. Follow these rules exactly:

- Third person throughout. First person only inside the quote.
- Structure: headline naming the organizer, event, and date (under 100 characters); one-sentence subheadline with what attendees get and the venue; dateline paragraph opening "CITY, State — Month Day, Year —" answering who/what/when/where in two sentences including one scale number; a program-details paragraph with concrete numbers (prices, capacity, deadlines); one quote from the named spokesperson explaining why the event exists; a logistics paragraph ending with the event website; an About boilerplate; a media contact block.
- No author byline. No first-person narration. Attribute any statistic to a named source. Around 400 words. Plain text, no markdown.

MY EVENT FACTS (replace before running):
- Organizer: {COMPANY NAME}, {ONE-LINE DESCRIPTION}
- Event: {NAME, TYPE, DATE, TIME, VENUE, CITY}
- Scale: {EXPECTED ATTENDANCE / SPEAKERS / VENDORS}
- Program: {MAIN ACTIVITIES, TICKET PRICES OR FREE, KEY DEADLINES}
- Spokesperson: {NAME, TITLE}
- Website: {EVENT URL}
- Boilerplate: {YOUR STANDARD COMPANY DESCRIPTION}
- Contact: {NAME, EMAIL, PHONE}

The rules in the prompt produce a release formatted to pass wire editorial review: third person, no bylines, attributed statistics.

Frequently asked questions

When should I send an event press release?

Two to four weeks before the event for general news, and six to eight weeks out if you want calendar listings and long-lead coverage. A second, shorter release the week of the event catches late coverage.

What details does an event press release need?

Date, time, venue with city, ticket price or free admission, what attendees will see or do, one scale number (expected attendance, vendor count, or edition), a registration link, and a named contact. Vague releases without logistics get skipped.

Should I send a press release after the event too?

If something newsworthy happened, yes: attendance records, funds raised, award winners, or announcements made at the event. A recap release with real numbers often outperforms the announcement.

How do I distribute an event press release?

Pitch local journalists and event calendars yourself, or use wire distribution for guaranteed placements. Our wholesale press release distribution publishes to named outlets including Business Insider, Yahoo Finance, and AP News for $299 to $399 flat, with local targeting available.

Ready to publish? Press Ranger distributes releases to named outlets including Business Insider, Yahoo Finance, and AP News at wholesale prices ($299–$399 flat). See the wholesale distribution page or create a free account.