Customer Day checklist: what to arrange and when

A Customer Day needs more than invitations and a presentation. You need a clear program, confirmed registrations, dietary information, demonstrations that work, and enough time to prepare the room. Start with the date and guest list, then work toward catering, materials and staffing. In the final 24 hours, focus on deliveries, chilled drinks, badges, directions, equipment and the entrance so guests can arrive without delays.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send the program to guests
Book catering
Reserve extra staff
Collect presentation materials
2 people
Select products for demonstration
2 people
Prepare demonstrations
3 people
Check the presentation
2 people
Assemble the music playlist
Make name badges
2 people
Assemble information folders
3 people
Sort badges
Prepare directions
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Clean the venue
3 people
Check toilets
Set up the entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set up coffee station
2 people
Set up the presentation area
3 people
Connect the technical equipment
2 people
Test the equipment
2 people
Hang up decorations
3 people
Lay out name badges
Set out information materials
2 people
Check catering
2 people
Briefing for reception team
2 people

Event

Welcome guests
4 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Handle the product presentation
2 people
Guide demonstrations
4 people
Answer customer questions
4 people
Refill drinks
2 people
Restock the buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Guide presentation
2 people
Conduct relationship meetings
5 people
Serve dessert and coffee
3 people
Say goodbye to guests
3 people
Collect lost and found items

Aftercare

Bring waste to the collection point
3 people
Pre-sort tableware
3 people
Wash dishes
3 people
Clear buffet
3 people
Dismantle furniture
4 people
Switch off the equipment
2 people
Remove decorations
3 people
Clean the venue
4 people
Distribute leftover food
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Archive photos and presentations
Send thank-you emails
Forward contact requests
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 4
Reception table
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving utensilsqty 20
Serving plattersqty 16
Serving plattersqty 12
Coffee potsqty 6

Kitchen

Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Coolersqty 6
Ice containersqty 4
Food warmersqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Projector
Projection screen
Laptop
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 2

Decorations

Tableclothsqty 12
Chair coversqty 100
Flower arrangementsqty 12
Buntingqty 6
Welcome sign
Menu card holdersqty 12
Table numbersqty 12

Lighting

String lightsqty 6
LED spotlightsqty 6
Battery lampsqty 12

Catering

Name badgesqty 100
Badgesqty 100
Information foldersqty 100
Notepadsqty 100
Ballpoint pensqty 100
Napkin holdersqty 12
Groceries

Cleaning

Cleaning cart
Broomqty 2
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Vacuum cleaner

Tips

Set the date and program before sending invitations. Allow at least 2–3 weeks for registrations, then send the final program after dietary requirements and attendance numbers are known.
Plan demonstrations with a working projector and screen, and test the complete presentation at least 1 day before the event. Check every product demonstration in the same order you will use on the day.
Confirm catering quantities and dietary requirements 3–5 days ahead. Arrange separate serving utensils where needed, and make sure buffet tables, plates, glasses, cutlery and food warmers are ready before setup begins.
Prepare name badges, information folders and directions before guests arrive. Sort badges alphabetically or by registration list, and place them at the reception table so check-in takes no more than a few minutes per guest.
Use the final day for practical checks rather than planning. Confirm deliveries, chill drinks, check toilets and waste bins, test coffee machines and kettles, and set up the entrance before the first arrival.

Frequently asked questions

How far in advance should I plan a Customer Day?: Set the date and outline the program at least 4–6 weeks ahead. Send invitations 2–3 weeks before the event, leaving enough time to process registrations and collect dietary requirements.
When should I confirm the number of Customer Day guests?: Set a registration deadline 5–7 days before the event. Use the final number to confirm catering, seating, badges, information folders and staffing.
When should I test the Customer Day presentation and demonstrations?: Run a complete test at least 1 day before the event. Check the projector, projection screen, presentation materials and each product demonstration in the planned sequence.
What should I check on the morning of a Customer Day?: Allow at least 2 hours for final setup. Check deliveries, drinks, catering, toilets, waste bins, reception materials, directions and the entrance before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.