Event PR Timeline Planner
PR for an event starts 12 weeks before the day: plan at 12 weeks, announce at 4, invite media at 2, and report results 2 weeks after. Enter your date and the planner gives every step its deadline.
Pick a date to see every step with its deadline.
What the planner does
The Event PR Timeline Planner counts back from your launch date and gives each PR and marketing step a deadline. It covers five project types: events and conferences, festivals and concerts, film premieres, music releases, and product or brand launches.
The steps come from the planning template PR369 uses on its own campaigns in Accra, including festivals, concerts and premieres. It is a starting point: adjust it for your budget, audience and media.
Example: an event or conference
This is the timeline the planner builds for an event or conference, counted in weeks from the day itself.
| When | Step |
|---|---|
| 12 weeks before | Agree the objective, audience, budget and key messages, and write the communications plan |
| 10 weeks before | Confirm the venue, speakers and sponsors |
| 8 weeks before | Lock the creative: name, visual identity, photography and video plan |
| 8 weeks before | Announce the event and open registration or ticketing |
| 6 weeks before | Build the media list and press kit: fact sheet, bios, approved photos and logos |
| 4 weeks before | Send the announcement press release and start influencer and partner outreach |
| 3 weeks before | Start the paid social and out-of-home campaign |
| 2 weeks before | Pitch interviews and features to radio, TV, print and online media |
| 2 weeks before | Send media invitations and open press accreditation |
| 1 week before | Brief spokespeople, confirm the media list and send final reminders |
| Launch day | Event day: run press check-in, photography and live social coverage |
| 1 week after | Send the follow-up release with photos and results; thank partners and media |
| 2 weeks after | Compile the coverage report and share results with sponsors and partners |
How the dates are worked out
- Each step has a fixed number of weeks before (or after) launch day.
- The planner subtracts those weeks from your date and shows the result as a calendar date.
- Any step whose date has already passed is marked past due, so you can see what to run together.
- Festivals and concerts start earlier (16 weeks) because headline artists and sponsors are booked first.
Frequently asked questions
How far ahead should PR for an event start?
Start the PR plan 12 weeks before an event, conference, film premiere or product launch, and 16 weeks before a festival or concert with headline artists. The announcement press release goes out 4 weeks before, and media invitations 2 weeks before.
When should I send the press release for an event?
Send the announcement press release 4 weeks before the event, then pitch interviews and features 2 weeks before. Send a follow-up release with photos and results within 1 week after the event.
What goes in a press kit?
A press kit holds a one-page fact sheet, short bios of the people involved, approved photos and logos, and the press contact. The planner schedules it 6 weeks before launch, so it is ready before the announcement.
What if my launch date is less than 12 weeks away?
The planner marks every step that is already past due. Run those steps together now, cut the ones that matter least for your audience, or move the date if media coverage is the main goal.
Is the Event PR Timeline Planner free?
Yes. The planner is free, needs no sign-up, and runs in your browser, so the dates you enter are not sent anywhere.
PR369 plans and runs event PR, festival marketing and premiere campaigns from Accra.
See the events and experiences and entertainment marketing services, or the case studies.
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