For major conferences include:
- a conference schedule;
- a map of the city or immediate area, noting the building location; a floor plan of the meeting site with the main-event hall and press area well marked;
- local restaurant and sightseeing information if available.
- Provide your group’s local phone number and staff cell numbers and the hotel or headquarters location where you might have coffee and snacks available.
- In your cover letter, welcome journalists to the gathering, and invite them to register at your headquarters so you can find each other during the meeting.