Planning Media Events? Don’t Make This Rookie Mistake That Costs Thousands

If you’re planning a media event in the Bay Area whether it’s a product launch, press conference, fundraiser, or influencer meetup you already know these events aren’t cheap. Between the venue, catering, guest list, décor, and promotion, you’re already investing thousands of dollars.

And yet, time after time, we see companies and organizations make one rookie mistake that ends up wasting all that investment.

At Pure Horizon Media, we’ve helped countless Bay Area clients avoid this pitfall and turn their media events into polished, effective content that keeps delivering value long after the last guest leaves. Today, we’re sharing what that mistake is and how to make sure it doesn’t happen to you.

Why Media Events Are Worth the Investment

Before we get into the mistake itself, let’s talk about why media events are such a smart play in the first place.

Here in the Bay Area, audiences expect more than just another email blast. They want to experience your brand, see it in action, and feel the energy of your story. Media events give you the chance to:

• Showcase your brand or cause in a tangible way
• Generate organic buzz and social media shares
• Give press and influencers content to write about
• Build stronger connections with your audience
• Capture content you can reuse for months
  

Done right, a media event is more than just one night; it's a marketing engine.

But done wrong? It’s an expensive party with nothing to show for it.

The Rookie Mistake: Treating Media as an Afterthought

So what’s the mistake we see over and over?

Waiting until the last minute to plan your media coverage or skipping it altogether.

We can’t tell you how many times we’ve gotten a frantic call days before a major event:

“Hey, can you send a videographer for our event on Saturday? Just get some footage.”

And sure we can show up and point cameras at things. But without a plan, your event media is likely to feel scattered, unfocused, and underwhelming.

When you don’t plan your media properly, you risk:

• Missing key moments
• Failing to capture your brand story
• Delivering content that doesn’t fit the platforms you need
• Ending up with unusable or low-impact footage
• Losing ROI on all your event investments
  

Why This Mistake Happens

We get it media events are a lot of work. You’ve got so many moving parts to coordinate:

• Invitations and RSVPs
• Catering and rentals
• Entertainment and speakers
• Décor and signage
  

With so much on your plate, the media can feel like “something we’ll figure out later.” But by the time you think about it, it’s too late to craft a strategy — and you end up spending thousands of dollars on an event that nobody remembers.

How to Avoid the Mistake

The good news? This is one of the easiest mistakes to fix if you know what to do.

Here’s how we help our Bay Area clients plan their event media the right way.

Bring Your Media Team in Early

The earlier you involve your media team, the better. Ideally, we’re part of the conversation as soon as you’ve booked your date and venue.

That gives us time to:

• Scout the space for lighting and layout
• Build a short list of must-have moments
• Coordinate with your AV and production teams
• Plan creative elements (like live-streaming, Reels, or interviews)
• Advise on staging, timing, and flow for the best visuals
  

Define Your Goals

What’s the purpose of your event and what do you want to get out of the content?

• A sleek highlight reel for social?
• A full-length recording of a panel discussion?
• Candid photos of attendees?
• Testimonial videos for future marketing?
  

When you tell us what success looks like, we can craft a media plan that delivers exactly what you need.

Budget Properly

Good media coverage is an investment but it’s one that pays off.

When you budget for professional photographers, videographers, and editors from the beginning, you avoid scrambling later or settling for low-quality work.

We’re happy to work with your budget and help you prioritize the most impactful deliverables.

Match the Content to the Audience

We know what works here in the Bay Area. Whether your audience lives on Instagram, LinkedIn, or your website, we’ll help you tailor your content to fit their expectations and stand out from the noise.

Get the Formats You Need

One of the biggest frustrations we hear from clients is:

“We got a great video, but it’s the wrong format for Instagram Stories!”

We deliver your media in the formats you need, whether that’s vertical, square, horizontal, or all of the above. No more repurposing headaches or blurry posts.

The Payoff of Planning Ahead

When you avoid this rookie mistake and plan your media properly, you get so much more out of your event:

• A buzz-worthy highlight reel people actually watch and share
• Stunning photography that reinforces your brand
• Evergreen content to use in campaigns for months
• ROI that justifies every dollar you spent
• Sponsors and stakeholders who see the value in your work
  

We’ve seen clients book next year’s sponsors within a week of posting their recap video. We’ve seen nonprofits exceed fundraising goals because of the story their event media told. That’s the power of planning.