how to write a press release for an exhibition

You’ve booked your space, sorted out the stand, staff, promotional materials etc. Now you’re ready to market your attendance at the exhibition. A good way to do this is by writing a press release to send to industry-specific publications, but how do you go about doing this?

In this detailed guide we cover the essential points of how to write a press release for an exhibition, what to include and how to structure it.

What Should an Exhibition Press Release Contain?

A well-written exhibition press release should contain the following five sections:

  • Headline
  • Lead paragraph
  • Body
  • Boilerplate
  • Contact information

1. Headline

Try to get the reader’s attention with a catchy headline. Keep it short and include the name of the exhibition. Also ensure that you use title case and a standard font. The headline of an exhibition press release is the best way to lure in a reader, so make sure that you get this right, as the remainder of your press release might be wasted otherwise!

2. Lead Paragraph

This should be a summary of the press release and answer the 5 w’s – who, what, when, where and why. Keep the text simple and to the point, and your lead paragraph should be short – up to 4 lines. Include the date you want the press release published.

3. Body

The body is where you can expand on your attendance at the exhibition. Write 2 to 3 paragraphs with more details about the exhibition – what is taking place, key speakers, the type of attendees going etc.

You can also include information about your stand, where it is, what you are offering and any demos or giveaways planned. Basically, why people should attend the exhibition. At the end, include a call to action stating where passes can be reserved.

4. Boilerplate

This is an ‘about us’ section which should include details about your company, what you do, your mission statement and the names of some key executives.

5. Contact Information

Finally, a press release should include your contact information – website address, potentially your address, your email address and telephone details. It’s important that the reader can get in touch with you easily if they are interested in visiting your trade stand.

Dos and Don’ts of Writing an Exhibition Press Release

Here are some basic dos and don’ts that you should consider when writing an exhibition press release:


  • Keep the tone professional but avoid jargon or slang – you want it to be easy to understand and come across well
  • Include the contact details of a key member of staff to take enquiries
  • Make sure there are no spelling or grammar mistakes
  • Use an active voice, you want to make it as exciting as possible to encourage further reading
  • Write your press release in the third person, avoid addressing the reader as ‘you’ or referring to yourself as ‘I’ or ‘we’
  • Make it 500–800 words
  • Send it out 2–3 weeks before the exhibition – this is really important, as any earlier and people will forget, any later, and they might already be busy.


  • Make it sound like a sales pitch
  • Go into excessive detail – readers can visit your website to find out more
  • Use bullet points
  • Include exclamation marks or capital letters for emphasis, as this cheapens the copy.


We hope that you’ve learned how to write a press release for an exhibition by reading our detailed article. Quadrant2Design are exhibition stand design experts, building a range of exhibition stands including modular exhibition stands and custom exhibition stands.

If you need help with your exhibition, Quadrant2Design can help you. Simply contact us, and we’ll be able to provide expert advice around all exhibition topics.



Lead times vary from publication to publication. If you’re targeting newspapers, it’s best to send your press release 2–3 weeks in advance, or up to 3–6 months in advance for magazines.

Tuesdays, Wednesdays, and Thursdays are the best days to send a press release to the media. We recommend avoiding Mondays and Fridays. Be sure to send it between 10 am – 2 pm, which is the likeliest time editors and journalists will read their email.


You can either email your press release directly to the publication or use a press release distribution service. These services will help you reach multiple media outlets and a wider audience than you would have by distributing the press release yourself.

Writing a press release to promote your attendance at an exhibition is one of the things you can include in your pre-show marketing. It is a way to reach new audiences and encourage them to visit you at the event. Follow these guidelines to create a professional-looking press release for your exhibition.