Updated October 2026. An event communication plan sets out who needs to know what, when, and through which channel, from the first save-the-date to the post-event report. For high-level forums and summits, where ministers, delegations and partners are involved, the plan is what keeps a dozen moving parts in step.
Who this guide is for: Communications teams, event organisers and secretariats running forums, summits, conferences and high-level meetings.
Contents
1. Start with a workback plan
Begin at the event date and work backwards. Typical milestones: concept note and theme; partner and speaker invitations; registration opening; agenda published; media accreditation; final speaker briefs; dry run. Give each milestone an owner and a deadline.
2. Speaker management
- Invitation letters with the theme, session, format and time.
- Collect bios, photos, titles and correct spellings early, and confirm them with each office.
- Brief every speaker on session length, questions and moderator.
- Track confirmations, travel and protocol needs in one sheet.
3. The run-of-show
A minute-by-minute document for the day: who is on stage, what is on screen, microphones, walk-on cues, interpretation and live-stream timing. Share it with the production team, moderators and protocol officers, and update it until the last minute.
4. Before-event communications
Announcements, speaker cards, press releases, media invitations and a short event page with the agenda and registration link.
5. On the day
Live coverage on social media with approved quotes and photos, a media desk, a press kit, and one person signing off posts that name senior officials.
6. After the event
Thank-you notes, photo galleries, a summary of key outcomes, recordings and a short report to partners with what was achieved.
Key terms in event communication plan
- Workback plan
- A schedule built backwards from the event date.
- Run-of-show
- A minute-by-minute script of the event.
- Concept note
- A short document setting out the event's purpose and theme.
- Speaker brief
- A note giving each speaker their session, timing and key questions.
- Media accreditation
- Registration that lets journalists cover the event.
- Protocol
- The rules for receiving and seating senior officials.
Questions to ask before you hire help with event communication plan
- Who signs off public communications?
- How are speaker details confirmed?
- What happens if a speaker cancels?
- Who manages media on the day?
- How will results be reported to partners?
Event communication plan: mistakes to avoid
- Leaving speaker confirmations to the last week.
- No single approver for public posts.
- Publishing an agenda that is not final without marking it provisional.
- No media desk on the day.
- Skipping the post-event report.
How to measure success
Track registrations, attendance, media coverage, social reach and engagement during the event, and partner feedback afterwards.
What is different in Kenya
Forums with government and development partners involve protocol: order of speakers, correct titles and approvals from several offices. Build extra time into the workback plan for these approvals, and keep a single master list of names and titles that everyone uses.
Costs to plan for
Budget for design, photography and video, live-streaming, media logistics, printed materials and the communications team's time before, during and after the event.
A worked example
Imagine a regional trade forum six months away. The communications lead builds a workback plan from the date, with milestones for the concept note, invitations, registration, agenda and accreditation. A speaker tracker holds every bio, photo, title and confirmation. Two weeks out, the run-of-show is drafted and shared with production and protocol. On the day, a small team covers sessions live with approved quotes, staffs a media desk and routes every post naming officials through one approver. A week after, partners receive a short report with outcomes, coverage and photos.
Event communication plan: a 30-day starter plan
- Week 1: agree the theme, audience and communication goals.
- Week 2: build the workback plan and send invitations.
- Week 3: open registration and start announcements.
- Week 4: confirm speakers, draft the run-of-show and prepare the press kit.
Summary
This guide to event communication plan covered: 1. Start with a workback plan; 2. Speaker management; 3. The run-of-show; 4. Before-event communications; 5. On the day; 6. After the event. Work through them in order, measure as you go, and keep every fact tied to an official or first-hand source.
Sources
- Kenya News Agency (accessed October 2026)
- Media Council of Kenya (accessed October 2026)
Need this done for you? See our forum and event communications.
Frequently asked questions
How early should event communications start?
For a large forum, months ahead. Speaker confirmations and partner approvals take the longest.
What is a run-of-show?
A detailed, timed script of everything that happens on stage and on screen during the event.
Who should approve social posts during a high-level event?
One named person, usually from the host's communications team, so posts naming officials are checked before they go out.
What goes in a press kit?
The agenda, speaker bios and photos, a press release, key facts and media contacts.
How do you handle last-minute agenda changes?
Update the run-of-show, inform production, moderators and protocol, and correct published agendas quickly.
How many people does event communications need?
It depends on scale; even a small forum needs someone on speakers, someone on media and someone on social.
Should events be live-streamed?
For forums with wide interest, a live stream extends reach; plan bandwidth, platform and rights early.
How do you manage speaker titles correctly?
Confirm titles and spellings in writing with each speaker's office and use them consistently.
What should a post-event report include?
Attendance, sessions held, key outcomes, media coverage and lessons for next time.
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