Demo Day planning checklist

A Demo Day runs on a tight sequence: confirm the venue, build the programme, prepare presenters and make sure every registration detail is ready. This checklist covers the work from the first planning decisions through opening the doors, including presentation backups, technical checks, catering, name badges and room setup. Use it to keep deadlines visible and avoid last-minute problems with cables, dietary requirements, drinks or printed materials.

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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
Draw up the program and schedule
2 people
Select presenters
2 people
Arrange presentation times
2 people
Draft invitations
Send invitations
Process registrations
2 people
Collect dietary requirements
Send reminder to invitees
Collect presentations
Check presentations technically
2 people
Inventory demo equipment
Make catering reservations
Confirm furniture reservation
Prepare name badges
2 people
Print the program
Print route signs
Do the shopping
2 people
Chill drinks
2 people
Back up presentations
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test the microphone and speakers
2 people
Test the Wi-Fi and presentation laptop
2 people
Check demo setups
2 people
Hang decorations
2 people
Place route signs
Place waste bins
Briefing for the reception team
4 people
Briefing for presenters
2 people

Event

Welcome presenters
2 people
Register visitors
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Handle the opening
Facilitate presentations
2 people
Monitor presentation time
Support demo equipment
2 people
Moderate audience Q&A
Refill drinks
2 people
Refill snacks
2 people
Collect used dishes
2 people
Host the networking drinks reception
3 people
Collect contact details
2 people
Arrange photo moments
Announce the final round
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Pack leftovers safely
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect and sort waste
3 people
Clean the venue
4 people
Return borrowed items
2 people
Store leftover materials
2 people
Send thank-you message
Share presentations with visitors
Share photos with participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 12
Registration desk
Buffet tablesqty 3
Changing room setup

Equipment

Presentation laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 2
Wi-Fi router
Flip chartqty 2
Flipchart markersqty 12

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Coffee spoonsqty 90
Platesqty 100
Forksqty 100
Knivesqty 100
Pliersqty 8
Serving spoonsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Water carafesqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Drink dispensersqty 3

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Name badge holdersqty 100
Directional signsqty 10
Program standsqty 6

Lighting

Mood lightingqty 6
LED lampsqty 8

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include each presentation time, registration opening and breaks so invitees know what to expect and presenters can prepare to the same schedule.
Collect dietary requirements with registrations, then give the final numbers to catering before the event. Do not wait until the day itself to discover that a guest needs a different meal.
Check every presentation on the actual presentation laptop and projector, not only on the presenter’s own device. Test HDMI adapters, microphones, speakers and power connections, then keep a backup copy in a second location.
Prepare name badges, the printed programme and route signs before opening the venue. Put the badges in registration order and place signs at every point where a first-time visitor could hesitate.
Allow a dedicated setup period before registration starts. Check the rooms, arrange tables and chairs, set up the registration desk, chill drinks and test the full presentation route while there is still time to fix problems.

Frequently asked questions

How far in advance should I send Demo Day invitations?: Send invitations as soon as the date, location and programme outline are confirmed, preferably at least 3 to 4 weeks before Demo Day. Send a reminder 3 to 5 days before the event and use registrations to confirm attendance and dietary requirements.
When should I collect and test Demo Day presentations?: Ask presenters for their files several days before the event, ideally 3 to 5 days in advance. Test every file on the presentation laptop and projector no later than the day before, then save a backup copy before opening the venue.
How much time do I need to set up a Demo Day venue?: Reserve at least 2 hours for setup when the event includes multiple rooms, presentation equipment and a registration desk. Use that time to arrange furniture, place badges and signs, connect cables, test sound and chill the drinks.
When should I confirm catering and furniture for Demo Day?: Confirm catering and furniture reservations once registrations give you a reliable headcount, then reconfirm them 2 to 3 days before the event. Include dietary requirements and the required numbers of tables, chairs, buffet tables and bar stools.

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