Dealer day checklist: what to arrange and when

A dealer day needs more than a confirmed date and a programme. You need a reliable participant list, completed presentations, working demonstration models and a room that supports both talks and product conversations. Start with the venue, date and programme, then move through invitations, registrations, catering and equipment. In the final week, focus on dietary requirements, route information, name badges, signage and technical checks so the day does not depend on last-minute fixes.

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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

Confirm date and location
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Finalize the program
2 people
Confirm speakers
Collect presentations
Select demo models
2 people
Make reservations
Order catering
Reserve audiovisual equipment
Design signage
Design name badges
Gather promotional materials
2 people
Send route information
Check parking spaces
Prepare the technical briefing
2 people
Check catering requirements
Close registrations
Print participant list
Lay out name badges
Collect materials
2 people
Leave venue clean
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
3 people
Set up demo models
4 people
Set up promotional tables
2 people
Hang up signage
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Test microphones
2 people
Chill drinks
2 people
Prepare coffee station
2 people
Set out snacks
3 people
Brief the registration team
2 people

Event

Register arriving guests
3 people
Serve welcome drinks
3 people
Explain the program
Facilitate presentations
2 people
Collect questions from the audience
Refill coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide demonstrations
4 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Restock plates and cutlery
2 people
Host the networking drinks reception
3 people
Tear down the buffet
3 people
Remove waste regularly
2 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Pack promotional materials
2 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Collect supplier invoices
Send thank-you message
Archive participant details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 8
Registration desk
Buffet tablesqty 4
Promotional tablesqty 6
Coat racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Pouring bottlesqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Cool bagsqty 4

Decorations

Tableclothsqty 10
Standing bannersqty 6
Name badge holdersqty 60
Red carpet
Flower arrangementsqty 8
Table number cardsqty 10
Brochure holdersqty 8
Pensqty 70
Notepadsqty 70

Lighting

LED spotlightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue layout before ordering equipment. Allow space for a registration table, buffet tables, promotional tables, high tables, seating and a clear route to demonstrations.
Close registrations early enough to print the participant list and lay out name badges. Use the final list to check catering quantities, dietary requirements and seating needs.
Collect presentations before the event rather than relying on speakers to arrive with the right files. Test the laptop, projector, screen, clicker, microphones, speakers, stands, extension cords and power strips together.
Treat product demonstrations as a separate preparation stream. Select the demo models in advance, confirm reservations and include the technical briefing in the programme so presenters know what is available.
Schedule deliveries and the room reset before the event day. Check coffee machines, kettles, thermos flasks, coolers, tableware and catering requirements on arrival, then leave the venue clean after the event.

Frequently asked questions

How far in advance should I send dealer day invitations?: Send invitations as soon as the date, location and outline programme are confirmed, ideally several weeks before the event. Set a registration deadline that leaves at least 5 to 7 days for catering, name badges and the printed participant list.
When should dealer day registrations close?: Close registrations at least 5 business days before the event if catering and badges are prepared in-house. Keep a short buffer for late changes to dietary requirements, presentations and the final room layout.
How many days before a dealer day should presentations be collected?: Request all presentations 3 to 5 business days before the event. Test the complete file set on the event laptop at least 1 day before, including videos, fonts, audio and the presentation clicker.
What should I check on the morning of a dealer day?: Arrive at least 2 hours before registration starts. Check deliveries, seating, signage, name badges, catering, demo models and every AV connection, then run a short microphone and presentation test.

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.