Press Meet Budget Breakdown Chennai event setup with media seating and branded backdrop

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Press Meet Budget Breakdown Chennai: Full Cost Guide

Understand press conference costs in Chennai with a detailed corporate event pricing breakdown

2026-06-16By Happiffie Editorial Team10 min read

⚡ Quick Answer

A press meet budget breakdown in Chennai typically ranges from ₹80,000 for a basic media briefing to ₹5,00,000 or more for a large-scale product launch with full AV production. Key cost heads include venue hire (₹25,000–₹1,50,000), AV and technical setup (₹20,000–₹80,000), catering (₹500–₹1,200 per head), décor and branding (₹15,000–₹60,000), photographer or videographer (₹12,000–₹50,000), and media coordination. Off-peak bookings and multi-vendor packages can reduce the total by 15–25%.

Planning a press conference in Chennai demands the same rigour as any major corporate milestone — yet many organisations underestimate how quickly individual line items accumulate. A realistic Press Meet Budget Breakdown Chennai must account for everything from the ballroom rental at a five-star hotel on Anna Salai to the LED backdrop that carries your brand message for every camera flash in the room. We've seen companies in Chennai spend as little as ₹85,000 on an intimate media briefing for 20 journalists and as much as ₹6,00,000 on a city-wide product launch with live-streaming and celebrity appearances. Understanding professional event services and vendor pricing before you sign a single contract is the single most effective way to protect your budget. This guide covers press conference cost Chennai, practical corporate event budget planning tips, and decision frameworks so you walk into every vendor negotiation with clarity and confidence.

What Does a Press Meet Actually Cost in Chennai?

The first number most PR managers hear from a venue coordinator is rarely the final number. A practical Press Meet Budget Breakdown Chennai must separate the venue fee from the ancillary costs that can collectively exceed the room rent itself. Based on events we've tracked across Nungambakkam, T. Nagar, and OMR, a mid-scale press conference for 40–60 journalists typically lands between ₹2,00,000 and ₹3,50,000 all-in during peak season (October to February).

Off-season bookings — particularly during the Chennai summer months of April through June — can bring the same event in at ₹1,50,000 to ₹2,60,000. The savings come primarily from reduced venue hire rates (hotels often discount by 20–30% in summer) and greater vendor availability, which pushes competitive pricing on AV and décor packages. Understanding press conference cost Chennai in seasonal context is therefore essential before finalising your event date.

For smaller briefings of 15–25 journalists, standalone business centres and boutique hotels in Egmore or Kilpauk offer conference rooms starting at ₹8,000–₹15,000 for a half-day. Add essential production elements — mic system, screen, basic décor — and the floor investment is roughly ₹55,000–₹90,000. At the higher end, premium hotel ballrooms near the Chennai Trade Centre or ITC Grand Chola command hall charges alone of ₹80,000–₹1,50,000 for a four-hour slot, before catering or AV.

One numeric benchmark worth anchoring to: media event pricing Chennai research from 2024–25 shows that per-head event spend for a press conference averages ₹3,500–₹6,000 when you divide total event cost by the number of attending journalists, making press meets one of the most cost-efficient B2B engagement formats in the city.

Breaking Down Every Cost Head for a Chennai Press Conference

Transparency in cost allocation is the foundation of good corporate event budget planning. Below is how a typical Chennai press meet budget distributes across its key expenditure heads.

Venue hire: Expect ₹25,000–₹1,50,000 depending on property category, duration, and location. Hotels in Guindy or the GST Road corridor tend to be 15–20% cheaper than comparable properties on Anna Salai or RK Salai.

Audio-visual and technical setup: This is the most variable line item in any Press Meet Budget Breakdown Chennai. A basic PA system with a podium mic and a 100-inch projector starts at ₹15,000–₹20,000. A full LED wall (10×6 ft), confidence monitors, multiple lapel microphones, lighting rigs, and a dedicated AV technician escalates this to ₹60,000–₹90,000. Live-streaming adds another ₹20,000–₹40,000.

Catering: High-tea or cocktail-snack menus for press meets cost ₹450–₹800 per person at standalone banquet facilities and ₹700–₹1,200 per person at five-star properties. For a 50-person event, budget ₹25,000–₹60,000 for catering. Tamil Nadu's GST rate on restaurant services (5% for standalone, 18% for hotel with room tariff above ₹7,500) meaningfully affects the final bill — confirm which rate applies to your venue.

Décor and branding: A branded backdrop (8×12 ft flex or fabric), podium with logo fascia, and table centrepieces run ₹15,000–₹35,000 for a standard setup. Premium fabric backdrops with step-and-repeat vinyl and modular display panels cost ₹40,000–₹65,000. This is where professional event production Chennai vendors differentiate significantly in quality and turnaround time.

Photography and videography: A single photographer covering the event for three hours costs ₹8,000–₹18,000. Adding a videographer and same-day edit (critical for media release) brings this to ₹25,000–₹55,000. Drone footage, if permitted in the venue, adds ₹8,000–₹15,000. Comparing vendors online before committing can save 20–30% on photography packages.

Miscellaneous: Press kits (printed or digital), stationery, welcome banners, security, and valet parking collectively add ₹10,000–₹25,000. Do not overlook generator backup costs (₹5,000–₹12,000 for a half-day) if your venue does not guarantee uninterrupted power — a common concern in older Chennai banquet halls.

How Does Venue Choice Shape Your Total Press Meet Budget?

Venue selection is the single biggest lever in any Press Meet Budget Breakdown Chennai. The property tier you choose sets a price floor for nearly every other vendor, because in-house AV, catering, and parking fees are often mandatory at premium hotels. We've found that brands sometimes spend 40% more simply by defaulting to a five-star property when a four-star or a premium standalone conference centre would have delivered equivalent media coverage.

Chennai's press event ecosystem broadly divides into four venue categories. First, five-star hotels (ITC Grand Chola, Taj Coromandel, Hyatt Regency) offer unmatched service, valet, and media-friendly interiors, but hall charges of ₹80,000–₹1,50,000 and mandatory catering minimums of ₹50,000+ make them suitable primarily for national product launches or investor briefings. Second, four-star business hotels (Crowne Plaza, Radisson Blu, GRT Grand) strike the best balance for most corporate clients — hall rates of ₹40,000–₹80,000 with more flexible F&B minimums.

Third, standalone convention centres and club auditoriums (DakshinaChitra-adjacent facilities, Sathguru Hall, city clubs in Adyar) offer capacities for 80–200 guests at ₹20,000–₹50,000 for a half-day. These venues are ideal for Chennai press event budget planning on a moderate spend. The trade-off is that you must source your own AV, catering, and décor vendors independently, which requires more coordination but can reduce total spend by ₹40,000–₹70,000 compared to a five-star all-inclusive package.

Fourth, co-working spaces with event floors (prevalent in OMR and Sholinganallur) have emerged as cost-effective options for tech start-up press meets. Hire rates start at ₹8,000–₹18,000 for a half-day for a 30-person room. However, these venues suit informal media briefings more than flagship brand launches. Comparing Chennai event venues online across all four categories before locking a date is the most reliable way to benchmark venue hire for press events in the current market.

AV, Branding and Media Setup Costs: What the Numbers Really Mean

Audio-visual and branding spend is where most clients encounter their biggest surprise costs. A Press Meet Budget Breakdown Chennai that treats AV as an afterthought invariably produces poor media output — grainy TV footage or inaudible soundbites that undo months of PR effort. Investing appropriately in professional event production Chennai is therefore a strategic decision, not merely a logistical one.

The most common AV package for a 40–60 person press meet in Chennai includes: one 10×6 ft LED display wall (₹30,000–₹45,000), four-channel digital mixer with two podium mics and four wireless lapel mics (₹18,000–₹28,000), stage lighting with two moving heads and wash fixtures (₹15,000–₹22,000), and a dedicated technician for setup and operation (₹5,000–₹8,000). Total: ₹68,000–₹1,03,000 for the AV package alone. This is consistent with media setup cost India benchmarks across Bangalore, Mumbai, and Delhi, though Chennai vendors tend to price AV services 8–12% lower than Mumbai equivalents.

For branding, the substrate choice matters enormously. Flex backdrop printing costs ₹120–₹180 per square foot; fabric (tensile) backdrops cost ₹220–₹350 per square foot but photograph significantly better under flash photography. For a press conference, fabric is worth the premium. A standard 10×8 ft fabric step-and-repeat backdrop with installation costs ₹18,000–₹28,000. Modular display panels (pop-up booths) used for product demo areas add ₹12,000–₹20,000 per panel.

Live-streaming deserves a dedicated budget line. A two-camera live-stream to YouTube or a private media portal, with a dedicated encoder and upload bandwidth, costs ₹18,000–₹35,000. If you need simultaneous regional language captioning or a broadcast-quality multi-camera production, budget ₹50,000–₹90,000. Chennai-based corporate clients launching products with South India regional media focus increasingly invest in bilingual (Tamil/English) streaming setups, which adds 15–20% to the base streaming cost. Explore Chennai corporate event packages that bundle AV and streaming services for better value.

How Can You Reduce Press Meet Costs Without Cutting Quality?

Smart cost management in press conference cost Chennai is about sequencing decisions correctly, not about stripping out quality. The organisations that consistently run impressive press meets within lean budgets share a few common behaviours that are worth replicating.

First, consolidate vendor count. When you hire a single event production company that handles AV, décor, and catering coordination, you typically save 12–18% compared to engaging three separate specialists — because the production company earns a coordination margin it uses to negotiate better rates with its supply chain. Platforms like Happiffie's vendor marketplace allow you to compare bundled packages against individual vendor quotes in minutes, making this trade-off visible before you commit.

Second, choose Tuesday–Thursday press meets. Weekday events command 20–25% lower venue rates in Chennai compared to Friday or Saturday bookings. Chennai's media community is generally available mid-week, so this scheduling shift rarely affects turnout. Combined with an off-peak season booking (April–June), a company can realistically trim ₹60,000–₹90,000 from a mid-scale event budget.

Third, use Happiffie's Reverse Auction model for Chennai press event budget planning. By posting your event brief on the platform, you receive competing quotes from verified vendors within 24–48 hours, creating a price-discovery environment that consistently delivers 15–30% savings versus single-vendor negotiation. We've documented this outcome across over 200 corporate events in Chennai, Bangalore, Mumbai, and Delhi. Get competitive press meet quotes and let vendors compete for your business.

Fourth, digitalise your press kit. Printed press kits cost ₹150–₹400 per journalist when you include folder, brochure, and USB drive. A well-designed digital press kit (PDF + media asset folder shared via a QR code or link) costs under ₹8,000 total to produce and distribute, saving ₹8,000–₹20,000 on a 50-journalist event. Journalists increasingly prefer digital formats, so this is a quality improvement as much as a cost reduction. Browse our event planning resources for templates and checklists that support corporate event budget planning at every stage.

Expert Recommendation

Best for compact media briefings (15–25 journalists)

A four-star business hotel meeting room or a premium co-working event space in Nungambakkam or Anna Nagar delivers professional ambience without five-star pricing. Budget ₹85,000–₹1,30,000 all-in. This is the ideal format for product updates, executive appointments, or financial result briefings where intimate access matters more than scale.

Best for mid-scale product launches (40–70 journalists)

A four-star hotel ballroom with a dedicated AV package and a fabric backdrop is the sweet spot for press conference cost Chennai at this scale. A Tuesday–Thursday booking in an off-peak month keeps total spend at ₹2,00,000–₹2,80,000 while delivering broadcast-quality production value. Engage a single event production company for bundled pricing on AV, décor, and catering coordination.

Best for large flagship launches (80–150 journalists)

Five-star properties like ITC Grand Chola or Hyatt Regency provide the prestige setting and professional infrastructure that flagship brand launches require. Expect total spend of ₹3,50,000–₹6,00,000. Prioritise a multi-camera live-streaming setup to maximise reach beyond physical attendees — professional event production Chennai vendors with broadcast experience are essential at this scale.

Best for budget-conscious start-ups and NGOs

Co-working event floors in OMR and Sholinganallur offer modern, brand-neutral spaces at ₹8,000–₹18,000 for a half-day. Keep the guest list under 35, use a digital press kit, and hire a single AV vendor for a basic PA and screen setup. Total spend can be contained to ₹65,000–₹90,000. This approach exemplifies smart corporate event budget planning without sacrificing media credibility.

Best for regional and Tamil-language media events

Events targeting Tamil-language broadcast media benefit from bilingual signage, Tamil-speaking emcees, and venues in accessible central locations like Egmore or T. Nagar. Allocate an additional ₹15,000–₹25,000 for translation services and bilingual collateral. Chennai press event budget planning for regional media events should also include a same-day Tamil press release as part of the communications package.

Best for live-streamed or hybrid press meets

Hybrid press meets — combining a physical Chennai venue with a live-stream to outstation media — are increasingly standard for national brands. Budget an additional ₹25,000–₹55,000 for a two-camera streaming setup with a dedicated encoder. Media setup cost India benchmarks show Chennai vendors price live-streaming services 10–15% below Bangalore and Mumbai equivalents, making Chennai a cost-efficient hybrid event base.

Press Meet Setup Options in Chennai: A Budget and Feature Comparison

Option/Setup Type	Advantages	Limitations	Recommended Use Case
Co-working Event Space (OMR/Nungambakkam)	Low venue cost (₹8,000–₹18,000 half-day), flexible layout, modern aesthetic	Limited AV infrastructure, smaller capacity (max 40), no on-site catering	Start-up launches, NGO briefings, informal media briefings under ₹90,000
Four-Star Business Hotel Ballroom	Professional setting, in-house AV available, catering flexibility, central locations	F&B minimum spend required, parking charges, busier on weekends	Mid-scale product launches (40–70 journalists), ₹2,00,000–₹3,00,000 budget
Five-Star Hotel (ITC, Taj, Hyatt)	Premium brand association, full-service infrastructure, broadcast-friendly interiors	High base cost (₹80,000+ hall), mandatory F&B minimums, less pricing flexibility	Flagship national launches, investor briefings, ₹3,50,000+ budget events
Standalone Convention or Club Hall	Competitive venue rates (₹20,000–₹50,000), large capacities, no F&B minimums	Must source all vendors independently, variable infrastructure quality	Budget-conscious mid-scale events, industry associations, ₹1,50,000–₹2,50,000 budget
Outdoor/Garden Venue with Marquee	Distinctive visual setting, photography-friendly, good for product reveal moments	Weather dependency, higher logistics cost, generator mandatory, limited for monsoon season	Automobile launches, lifestyle brand events, ₹3,00,000–₹5,00,000 budget
Hybrid (Hotel + Live-Stream Setup)	Reaches national media beyond Chennai, cost-efficient per-journalist engagement	Requires reliable internet bandwidth, additional AV vendor, technical coordination overhead	National brand launches, listed company results, pan-India product rollouts

Decision Support

Pre-Booking Checklist

Confirm your guest count (journalists + brand representatives + crew) at least six weeks before the event date.
Request all-inclusive quotes from venues — specify that quotes must include AV, catering, GST, service charges, parking, and overtime rates.
Shortlist at least three vendors each for AV, photography, and catering and compare like-for-like packages using a written brief.
Verify that your chosen venue has adequate internet bandwidth (minimum 50 Mbps dedicated) if live-streaming is part of your plan.
Confirm backdrop and branding substrate (fabric vs. flex) with your production vendor and review a printed sample before approval.
Book a site visit at least three weeks before the event to check sight lines, mic placements, and lighting conditions.
Prepare a contingency budget of 10–15% of total estimated spend for last-minute additions or cost overruns.
Send a confirmed venue address, parking map, and event schedule to all media contacts at least 48 hours before the event.

Selection Criteria

Venue accessibility: proximity to metro stations, parking availability, and ease of navigation for outstation media crews.
AV infrastructure quality: assess whether in-house AV meets your production standard or if an external vendor is necessary.
Catering flexibility: confirm whether external catering is permitted or if F&B minimums are mandatory.
Vendor track record: prioritise vendors with demonstrable press meet experience and a portfolio of corporate events in Chennai.
Scalability: choose a venue with breakout space options in case your confirmed guest list expands by 20–30% closer to the date.
Contract transparency: ensure all agreements specify cancellation policy, overtime rates, and what is included in the base price.

Cost & Quality Factors

Season and day of week: off-peak Tuesday–Thursday bookings save 20–30% on venue rates compared to peak-season weekend events.
Vendor consolidation: bundling AV, décor, and coordination under one production company typically saves 12–18% versus separate bookings.
Digital vs. printed collateral: switching to digital press kits saves ₹8,000–₹20,000 on a 50-journalist event with no loss in media quality.
GST tier of venue: hotel properties with room tariffs above ₹7,500 attract 18% GST on services, meaningfully affecting total cost.
Live-streaming inclusion: adding a two-camera live-stream costs ₹18,000–₹35,000 but can double your effective media reach, improving cost-per-impression.
Competitive bidding: using Reverse Auction platforms for vendor selection consistently delivers 15–30% savings versus single-vendor negotiation.

Mistakes to Avoid

Accepting a venue's standard AV quote without comparing it to an independent AV vendor — hotel AV packages are often 30–50% more expensive than equivalent external vendors.
Overlooking GST and service charge additions that can inflate a ₹2,50,000 quote to ₹3,10,000+ at hotel venues.
Booking peak-season dates (Diwali to Pongal period) without prior negotiation, leading to inflated pricing and limited vendor availability.
Underbudgeting for photography by hiring a lower-cost generalist — press meet photography requires experience with flash-heavy, high-energy environments.
Skipping a site recce, which frequently results in last-minute surprises (insufficient power points, poor acoustics, or inadequate signage placement space).
Failing to send a detailed event brief to vendors, leading to generic proposals that do not reflect your actual requirements or brand standards.

Key Takeaways

A complete Press Meet Budget Breakdown Chennai ranges from ₹65,000 for a compact briefing to ₹6,00,000+ for a flagship launch with full AV production and live-streaming.
The six core cost heads are venue hire, AV and technical setup, catering, branding and décor, photography/videography, and miscellaneous logistics — each must be costed separately.
Venue choice is the single largest budget lever: five-star properties cost 2–3x more than four-star business hotels for equivalent event formats.
Off-peak season bookings (April–June) and Tuesday–Thursday scheduling each save 20–30% on venue and vendor rates in Chennai.
Bundling AV, décor, and coordination under a single event production company saves 12–18% compared to engaging multiple specialist vendors.
Live-streaming a Chennai press meet costs ₹18,000–₹35,000 for a basic two-camera setup and can double media reach cost-efficiently.
Using a competitive bidding platform for press conference cost Chennai vendor selection delivers 15–30% savings versus single-vendor negotiation.
Always add a 10–15% contingency buffer to your press meet budget to account for GST variations, overtime, and last-minute additions.

Frequently Asked Questions

These FAQs address the most common questions about Press Meet Budget Breakdown Chennai that corporate communications teams, PR managers, and event coordinators ask when planning a media event in the city. Each answer is designed to be directly actionable.

How much does a press meet cost in Chennai?

A press meet in Chennai costs between ₹65,000 and ₹6,00,000 depending on scale, venue category, and production requirements. A basic 20-journalist briefing at a co-working event space or budget hotel runs ₹65,000–₹1,00,000. A mid-scale 50-journalist event at a four-star hotel with full AV costs ₹2,00,000–₹3,20,000. Large flagship launches at five-star venues with live-streaming and celebrity appearances exceed ₹4,50,000. These INR ranges reflect 2025 Chennai market pricing.

What is the best venue type for a press meet in Chennai within a ₹2,00,000 budget?

Within a ₹2,00,000 total budget, a four-star business hotel meeting room or a well-equipped standalone convention hall in areas like Egmore, Anna Nagar, or Guindy is your best option. These venues offer professional ambience, in-house catering, and reasonable AV infrastructure at hall rates of ₹35,000–₹60,000. The remaining budget covers AV enhancement, branding, catering for 40–50 journalists, and photography. Compare Chennai venues online to find options matching your specifications.

Does Happiffie help with press meet budget planning in Chennai?

Yes. Happiffie's Reverse Auction platform allows you to post your press meet brief and receive competing quotes from verified Chennai vendors — covering venues, AV, catering, décor, and photography — within 24–48 hours. This competitive bidding process delivers 15–30% savings compared to direct negotiation. You also get access to a venue discovery tool and a centralised vendor management dashboard. Start your press meet quote request to see live pricing from Chennai vendors.

What hidden costs should I watch out for in Chennai press meet budgets?

The most common hidden costs in Chennai press meet budgets are GST (5–18% on food and services, depending on hotel category), mandatory service charges (10–15% at hotel venues), generator backup fees (₹5,000–₹12,000), dedicated internet line charges (₹3,000–₹8,000), overtime rates if the event runs long, and parking fees for media crew vehicles. Always request an all-inclusive written quote and verify that your total budget accounts for these additions before approving the contract.

How many journalists can a typical Chennai press meet venue accommodate?

Co-working event spaces typically accommodate 20–40 journalists. Four-star hotel meeting rooms handle 40–80 journalists comfortably. Four-star and five-star ballrooms scale to 100–200 journalists with appropriate seating configurations. Standalone convention and club halls can accommodate 80–250 journalists. The right capacity match is important for both comfort and budget — an oversized venue reduces the sense of energy and media engagement at smaller events.

Is live-streaming worth the cost for a Chennai press meet?

Live-streaming is worth the investment for any press meet targeting national media reach beyond Chennai's physical attendee pool. A basic two-camera live-stream costs ₹18,000–₹35,000 and can deliver 3–5x the audience reach of a physical-only event. For brands with distribution across South India, a bilingual (Tamil/English) stream targeting regional broadcast media adds 15–20% to the streaming cost but significantly improves media pickup in Tamil Nadu, Karnataka, and Andhra Pradesh.

How far in advance should I lock a venue for a Chennai press meet?

Book five-star and popular four-star hotel venues six to eight weeks in advance during peak season (October–February). Outside peak season, four-star hotels can often be confirmed with three to four weeks' notice. Co-working event spaces are typically bookable one to two weeks ahead. Locking the venue early also gives you more time to run a competitive vendor selection process for AV, catering, and production, which directly improves your press conference cost Chennai outcome.

What is the typical per-head cost of a press meet in Chennai?

The per-head cost of a press meet in Chennai averages ₹3,500–₹6,000 when total event spend is divided by the number of attending journalists. This includes venue, catering, AV, branding, and photography on a per-journalist basis. Premium events at five-star properties can push this to ₹8,000–₹12,000 per head. This metric is useful for benchmarking media event pricing Chennai across different event formats and comparing cost-efficiency versus other PR formats.

Can I organise a press meet in Chennai for under ₹1,00,000?

Yes, a press meet in Chennai for under ₹1,00,000 is achievable for a 15–25 journalist briefing. Use a co-working event space (₹8,000–₹15,000), a basic AV package with a PA system and projector (₹15,000–₹20,000), a digital press kit instead of printed materials (under ₹8,000), simple branded flex backdrop (₹8,000–₹12,000), a catering platter for 25 guests (₹15,000–₹20,000), and a single photographer (₹8,000–₹12,000). Total: ₹62,000–₹87,000. This is a viable and credible format for start-ups and NGOs.

What catering format works best for a Chennai press meet?

High-tea or cocktail-snack formats work best for Chennai press meets. They allow journalists to move freely, network, and access the spread without formal seating constraints. A typical high-tea menu — finger sandwiches, mini South Indian snacks, pastries, tea, coffee, and juices — costs ₹450–₹700 per person at standalone venues and ₹700–₹1,100 per person at hotel properties. Avoid heavy buffet lunches, which extend event duration unnecessarily and increase per-head catering costs.

How does press meet pricing in Chennai compare to Bangalore and Mumbai?

Chennai press meet pricing is generally 8–15% lower than Bangalore and 15–25% lower than Mumbai for equivalent venue categories and production standards. AV vendors in Chennai price services approximately 10% below Bangalore benchmarks. Five-star hotel ballroom hire in Chennai (₹80,000–₹1,50,000) is 20% cheaper than comparable Mumbai properties. This cost advantage makes Chennai an efficient base for South India regional press meets even when brands are headquartered in other metros.

What should a press meet run-of-show look like to stay on budget?

A cost-efficient press meet run-of-show for Chennai should be 90–120 minutes maximum. A typical structure: 15 minutes for media arrival and networking, 5 minutes for welcome address, 20–30 minutes for the main product or announcement presentation, 20 minutes for Q&A, 10 minutes for spokesperson photo opportunity at the branded backdrop, followed by informal media interactions and refreshments. Keeping the event to two hours prevents overtime venue charges and allows media crews to file their stories on deadline.

Get the Best Press Meet Budget Breakdown Chennai Has to Offer

Happiffie's Reverse Auction platform connects you with verified Chennai vendors — venues, AV specialists, caterers, and production teams — who compete for your business, delivering 15–30% savings on your press meet budget. Post your event brief and receive competitive quotes within 24 hours.

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