What to Bring and Buy for a Customer Demo

A customer demo needs more than a laptop and a presentation. Plan the items guests will use during registration, refreshments, the demo itself and the Q&A. This checklist covers seating, serving equipment, coffee supplies, signage and presentation hardware so you can shop and pack without last-minute gaps. Confirm quantities against your guest list, then test every technical connection on the full setup before the event.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 80 pieces
- Hot chocolate - 2 liters
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Prosecco - 4 bottles
- Ice cubes - 10 kilos
- Mini quiches - 80 pieces
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Olives - 3 jars
- Mixed nuts - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted crackers - 6 packs
- Cheese - 2 kilos
- Brie - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini buns - 80 pieces
- Herb butter - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 3 bottles
- Dishwasher tablets - 30 pieces

Tips

Plan at least one chair per guest, plus a few spare seats if the room allows. Use tables for registration, refreshments and demo materials, and mark each area with table signs.
For a coffee break, allow two cups per person if guests may return for a refill. Prepare enough glasses, plates and cutlery for the full guest count rather than relying on washing items during the event.
Check the presentation laptop, projector, screen, HDMI adapters and clicker together at least 24 hours before the demo. Bring the correct adapter for the laptop and keep backup files on a separate drive or power bank.
Provide one water jug for every 8–10 guests and refill it before the first presentation starts. Keep coolers ready for drinks that must stay cold, and place serving trays and utensils where catering staff can reach them.
Bring the welcome sign and table signs before guests arrive, not with the catering delivery. Pack extension cords and power strips separately, and tape or route cables so they do not cross walkways.

Frequently asked questions

What do I need to buy for a customer demo?: Plan seating, tables, tablecloths, coffee cups, glasses, plates, cutlery, serving trays and water jugs. You may also need a coffee maker, kettles, thermos flasks, coolers, signage and technical items such as HDMI adapters, extension cords and power strips.
How many cups and glasses do I need for a customer demo?: Use the guest count as the minimum number of glasses and plates, and plan two coffee cups per person for a break with possible refills. Add 10% spare tableware when the venue has no washing facilities.
When should I test the customer demo equipment?: Test the presentation laptop, projector, screen, speaker set, microphones, clicker and HDMI adapters at least 24 hours before the event. Repeat a short connection check when you arrive, because room equipment and cables can differ from the test setup.
How much water should I prepare for a customer demo?: Prepare roughly 500–750 ml of water per guest for a half-day demo, served in jugs or glasses. Keep at least one extra jug ready and refill the visible water stations before each presentation block.

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