Putting together a media kit

Article originally published in The Lunch Mag, Issue 5, March 2025.

As an events marketer I can easily coordinate as many as 50 events for clients, myself, my business networking group and Ladies Who Long Lunch any year. I request Media Kits from every speaker I engage, regardless of the type of event being booked.

A Media Kit is the holder of your comprehensive information, a sales document and overview of your speaking capabilities and topics. It’s easy for a people to store, find and share with their team. It makes you look professional, while making event’s folks job of making you look good easier too. I have much to do preparing documents for speaker selections for clients, and where there’s competition for speaker selection, those without media kits are likely to not make my cut.

My “Top 5” tips for creating a Media Kit

Prepare the following items that coordinators like me want to receive so that we can read, reference, do further research, publish and print.

1. Short, Long & Intro Bios

Event staff need different versions of your bio for promotion. Think about the components of events where you see information about speakers:

Printed conference programs (short & sweet for a 100 word “intro”),
Digital promotions (with space to be longer, a short bio is handy),
Long Bios are used and picked apart by coordinators to select facts relevant to the situation e.g. audience targeted information about your career highlights, commentary regarding scheduled conversations.

All of these options allow you to focus on what you want to have published about you, gives an option to then include more information including examples or influential highlights from your journey.

2. Professional Photography Collection

When writing a shot list for your next photography session, consider including these shots:

Different body lengths: Chest up, three quarter body and full length shots,
Angled shots with you slightly turned facing to the left and right,
Using branded props – uniforms, coffee mugs, stationary all work well,
With a friend – think a pretend client, a coffee chat mate, and colleagues of course,
Shots standing comfortably with your arms down – the most useful shot for all situations,
Power poses – arms crossed, hands on hips, wind in your hair,
Doing what you do – this is the hardest to get. Making the effort of organising a photographer when an opportunity arises if you participate in activities photographers are organised is great for your marketing in general,
Clever poses and staged scenarios – like sitting at a computer, having coffee with friends/clients, fun and relaxed positions to show off your personality.

When you have a Media Kit, you’ll be able to use it for more than just speaking gigs. Your favourite photos can be your “hero images” on your website, updated marketing collateral and social media. It’s also important to add a request for a mix of portrait and landscape imagery if you make Reels, Stories and TikToks. Discuss your needs with your photographer – they’ll appreciate you helping make their job easier, to make you look great and meet your imagery needs. Once you’ve got your photos, use your fresh collection to design a current, on brand Media Kit.

3. Company Profile

As a representative of a business, include a short company profile. This allows you to give a clear brief of expertise, services or products you provide. Adding this detail is helpful for recipients, especially when you’re applying for opportunities.

If you’re compiling a company media kit, include staff profiles. These may already exist if you prepare tenders/proposals – think about what you’ve compiled previously and access for repurposing and updating.

4. Social Media Stats

Although your social media statistics are ever-changing, if you hold accounts that can be used for cross-promotion, adding these numbers up draws attention to you! As a speaker or presenter, these statistics can make a difference.

Your statistics can be presented in a variety of ways but shouldn’t be complicated. Include your Follower count at a minimum. If you have considerable online reach, consider number of Posts, Reach insights for a calendar period, include Group stats, plus audience Age and Gender demographics. Influencers should also include engagement and impression insights.

5. Sharing Your Media Kit

Once you’ve got your bits and pieces collected, you can publish it in various ways for others to access for size. The collection of images will take up space and may not be easily emailed.

Set up a media kit on your website, and send the link to recipients to access at their leisure. This can be a hidden page/link only accessible via a link you send.

Other great ways to share, is via a Dropbox or Google Drive link.

If you save your bio details in a Word document, also convert it into a PDF for accessibility by Mac users.

Kirsty’s article: Putting Together a Media Kit was originally printed in Issue 5 of The Lunch Mag.

Kirsty is the creator of Ladies Who Long Lunch. In addition to working with our Empowerment Panel speakers, her role as Creative Director at Social Ocean sees her assist clients in curating corporate events involving many speakers on a regular basis.

To get in touch or Follow Kirsty Fields on Social Media:

About Kirsty Fields

Kirsty Fields is a marketing powerhouse who loves guiding businesses through branding, events and promotions. Starting as a sports marketer with the Redcliffe Dolphins before launching Social Ocean, her marketing agency in 2017. With decades of event experience, she’s now an events marketing specialist known for sharp strategies and boundless enthusiasm.
As the creator of Ladies Who Long Lunch and Founder of Ocean Network, Kirsty empowers business owners through networking. Whether brainstorming with clients or hosting events, she brings expertise, creativity, and energy to the table.