A practical checklist for organizing a demo day
A demo day depends on more than a strong program. You need accurate registrations, dietary information, working demonstrations, tested presentation equipment, and a room that can handle both visitors and presenters. Start with the participant list and invitations, then confirm the program and demonstrations before ordering catering. In the final week, collect presentations, prepare name badges, test every connection, and send directions. On the day itself, allow time for registration, technical setup, refreshments, and a safety check before guests arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm the program
Inventory demonstrations
Make reservations
Order catering
Test the equipment
2 people
Collect presentations
Prepare name badges
Send directions
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up demo stands
4 people
Set up projector and screen
2 people
Connect the sound system
2 people
Set up presentations
2 people
Hang decorations
2 people
Set up the buffet and drinks station
3 people
Conduct a safety check
2 people
Briefing for reception team
3 people
Event
Register guests
3 people
Serve welcome drinks
2 people
Deliver welcome presentation
Guide demonstrations
4 people
Answer questions at the booths
4 people
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Host the networking drinks reception
2 people
Present the evening program
Announce the final round
See off guests
2 people
Aftercare
Clean up catering
3 people
Power down equipment
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Pack demo materials
3 people
Clean the venue
3 people
Check the equipment
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 60
- High tablesqty 6
- Counter table
- Coat racksqty 2
Tableware
- Water glassesqty 80
- Wine glassesqty 70
- Coffee cupsqty 60
- Platesqty 80
- Cutlery setsqty 80
- Serving traysqty 12
Equipment
- Laptopqty 2
- Projector
- Projection screen
- Speakersqty 2
- Microphone
- Power stripsqty 8
- Extension cordsqty 8
- HDMI cablesqty 3
- Presentation clicker
- Cable ties
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 4
- Ice containersqty 3
- Serving utensilsqty 12
- Cutting boardsqty 3
- Kitchen knivesqty 3
Decorations
- Name card holdersqty 60
- Tableclothsqty 8
- Balloonsqty 50
- Buntingqty 6
- Flower arrangementsqty 6
- Directional signsqty 8
- Markersqty 12
- Pensqty 60
- Notepadsqty 60
- A4 information holdersqty 12
Cleaning
- Waste binsqty 6
- Vacuum cleaner
- Mopqty 2
- Bucketsqty 2
- Dustpan and brushqty 2
Catering
- Groceries
Tips
- Confirm registrations and dietary requirements at least 7 days before the demo day. Use the final participant count to adjust catering, seating, name badges, and table space.
- Test the projector, screen, laptop, speakers, microphone, HDMI cables, power strips, and extension cords 1–2 days beforehand. Bring spare cables and secure loose cables with cable ties before doors open.
- Collect every presentation and demonstration detail no later than 48 hours before the event. Load the presentations in the running order and test the clicker from the position where presenters will stand.
- Plan the room in zones: registration desk near the entrance, demo stands where visitors can move around, and a separate buffet and drinks station. Set up tables, chairs, high tables, coat racks, and name card holders before the technical equipment.
- Prepare drinks and food in stages on the event day. Chill drinks and set out water glasses, coffee cups, plates, cutlery, serving trays, and utensils before guests arrive; keep coffee, kettles, thermos flasks, coolers, and ice containers accessible to the serving team.
Frequently asked questions
- How far in advance should I send demo day invitations?
- Send invitations 3–4 weeks before the event so participants have time to register. Close registrations or confirm the final list about 7 days beforehand, when you also collect dietary requirements and finalize catering.
- When should I test the equipment for a demo day?
- Run a full equipment test 1–2 days before the event, including the laptop, projector, screen, speakers, microphone, clicker, HDMI cables, and power connections. Repeat a short check immediately after setup on the event day.
- How much time do I need to set up a demo day venue?
- Allow at least 2–3 hours for opening the venue, arranging tables and chairs, setting up demo stands, connecting presentations and sound, and preparing registration and refreshments. Add extra time if several demonstrations need separate equipment.
- When should catering be ordered for a demo day?
- Order catering after registrations and dietary requirements are confirmed, usually 7 days before the event. Recheck the delivery time and final headcount 2–3 days beforehand, then prepare chilled drinks and snacks on the event day.
Start this plan in Lizzt
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