Customer demo checklist

A customer demo needs more than a polished presentation. You need a reliable guest list, clear registration details, a tested demo, and a room that works for both discussion and equipment. Start with the schedule and presenters, then confirm catering, dietary requirements, signage, and technical backups. Use this checklist to organize the work in the right order, from the first invitation to the final room setup and guest welcome.

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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

Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Reserve meeting room
Order catering
Finalize demo schedule
2 people
Develop presentation
2 people
Prepare demo scenarios
2 people
Collect questions for the Q&A
Collect logos and brand assets
Prepare name badges
Print programs
Send route information
Confirm presenters
Check technical supplies
Make backup files
Test demo on the full setup
2 people
Confirm catering and dietary requirements
Send reminder to guests
Do the shopping
2 people
Bring materials to the venue
2 people
Pre-discuss the space and technical setup
2 people
Set up the presentation laptop
Draw out the room layout

Event

Set up tables and chairs
3 people
Set up registration desk
2 people
Set up presentation screen
2 people
Connect laptop and adapters
Technically test presentation
2 people
Practice the demo dry
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set out snacks and lunch
3 people
Lay out name badges
Welcome guests
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Deliver welcome presentation
2 people
Present the customer demo
2 people
Moderate the Q&A
2 people
Refill drinks
2 people
Serve snacks
2 people
Host the networking drinks reception
3 people
Restock the buffet
2 people
See off guests
2 people

Aftercare

Store leftovers in the fridge
2 people
Switch off equipment
2 people
Collect tableware
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Pack up materials
2 people
Return borrowed items
2 people
Process leftover catering
Archive presentation files
Send a thank-you message to guests

What to bring

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

Furniture

Chairsqty 45
Tablesqty 8
High tablesqty 4
Tableclothsqty 8
Clothing rack

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Water jugsqty 6

Equipment

Presentation laptop
Projector
Projection screen
HDMI adaptersqty 3
Clicker
Speaker set
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Welcome sign
Table signsqty 8
Name badgesqty 50
Programsqty 50
Pensqty 30
Notepadsqty 30
Promotional materials

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Cleaning clothsqty 8

Lighting

Table lampsqty 4

Catering

Groceries

Tips

Finalize the demo schedule before sending the invitations, and give presenters a firm deadline for their slides, demo scenarios, and Q&A questions.
Test the complete setup at least one working day before the demo. Connect the presentation laptop, projector, screen, HDMI adapters, clicker, speakers, microphones, extension cords, and power strips together—not separately.
Send the reminder and route information 24–48 hours before the event. Include the start time, room details, parking or entrance instructions, and the deadline for any last dietary changes.
Prepare registration materials at least one day ahead: print the programs, prepare name badges, and place the welcome sign and table signs where guests can see them immediately.
Bring backup files in at least two locations and carry the presentation laptop, adapters, power banks, and other technical supplies to the venue before setup begins. A demo that works only from one laptop or one cable is not ready.

Frequently asked questions

How far in advance should I send customer demo invitations?: Send invitations 2–4 weeks before the demo so guests have time to register. Close or review registrations 3–5 days beforehand, then use the final guest list for catering, badges, seating, and dietary requirements.
When should I test the customer demo equipment?: Run a full technical test at least 1 working day before the event, using the same laptop, projector, screen, adapters, microphones, speakers, and room layout. Do a shorter check again 60–90 minutes before guests arrive.
How much catering should I order for a customer demo?: Base the order on the confirmed guest count and review dietary requirements 3–5 days before the event. For a morning or afternoon demo, plan coffee, tea, water, and light food for every attendee, with a small buffer of about 5–10%.
What should I do on the day of a customer demo?: Arrive 90–120 minutes early to draw out the room layout, arrange chairs and tables, set up the presentation laptop, test the complete demo, and place badges and signage. Keep the final 30 minutes for presenter checks and unexpected technical issues.

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