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What to buy and bring for a demo day

A demo day needs more than presentation equipment. You also need enough tableware, serving supplies, drinks, coffee equipment and power accessories to keep demonstrations and breaks running smoothly. Use the attendee list and dietary requirements to set quantities before you shop. Check what the venue already provides, especially tables, chairs, glasses and kitchen equipment, then buy or bring the remaining items at least two days before the event.

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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
    • Coffee - 4 packs
    • Tea bags - 2 boxes
    • Decaf coffee - 1 pack
    • Milk - 8 liters
    • Oat milk - 4 liters
    • Sugar - 2 packs
    • Mints - 1 box
    • Cola - 8 bottles
    • Cola Zero - 8 bottles
    • Sinas - 6 bottles
    • Tonic - 4 bottles
    • Spa Blauw - 8 bottles
    • Spa Rood - 6 bottles
    • Apple juice - 4 packs
    • Orange juice - 4 cartons
    • Beer - 6 crates
    • Alcohol-free beer - 2 crates
    • White wine - 8 bottles
    • Red wine - 4 bottles
    • Prosecco - 4 bottles
    • Lemons - 2 kilos
    • Limes - 1 kilo
    • Ice cubes - 15 kilos
    • Baguettes - 12 pieces
    • Mini wraps - 120 pieces
    • Hummus - 2 kilos
    • Cream cheese - 1 kilo
    • Young cheese - 2 kilos
    • Brie - 1 kilo
    • Back ham - 1 kilo
    • Smoked chicken breast - 1 kilo
    • Smoked salmon - 750 grams
    • Cucumbers - 3 kilos
    • Cherry tomatoes - 3 kilos
    • Bell peppers - 2 kilos
    • Grapes - 3 kilos
    • Apples - 3 kilos
    • Paprika chips - 6 bags
    • Plain chips - 6 bags
    • Mixed nuts - 3 kilo
    • Olives - 2 kilos
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Mustard - 2 jars
    • Balsamic dressing - 2 bottles
    • Napkins - 6 packs
    • Paper towels - 6 rolls
    • Toilet paper - 24 rolls
    • Trash bags - 3 rolls
    • Dish soap - 2 bottles
    • All-purpose cleaner - 2 bottles
    • Glass cleaner - 1 bottle
    • Sponges - 2 packs
    • Cleaning wipes - 3 packs
    • Disposable gloves - 2 boxes

Tips

  • Plan drinks for the full schedule: allow two to three drinks per person for the first hour, then one drink per person per hour, plus extra water for presenters and demonstrators.
  • Match plates, cutlery, serving trays and utensils to the catering format. For a buffet, prepare at least one plate and one cutlery set per attendee, with serving utensils for every dish.
  • Check every presentation connection before shopping for last-minute adapters. Test the laptop, projector, screen, speakers, microphone, HDMI cables, power strips and extension cords together at least one day ahead.
  • Keep coffee service separate from the demo area. For a full-day event, provide coffee cups, a coffee maker or kettles, thermos flasks and enough water for repeated refills rather than relying on one setup.
  • Buy or prepare registration supplies before opening time: name card holders, name badges and a clear place for the participant list. Put spare badges and writing materials at the registration desk so corrections do not delay arrivals.

Frequently asked questions

How much food and drink do I need for a demo day?
Use the confirmed attendee count as your base. Plan two to three drinks per person for the first hour, then one per person per hour, and add 10% extra for late changes and refills. Order food according to the program, with separate options for every recorded dietary requirement.
What equipment should I bring to a demo day?
Bring the laptop, projector, projection screen, speakers, microphone, presentation clicker, HDMI cables, power strips and extension cords. Test the complete setup at least 24 hours before the event and pack one spare cable or adapter for each connection type you rely on.
How many glasses, plates and cutlery sets are needed?
Start with one plate and one cutlery set per attendee, then add 10% spare pieces. Provide one water glass per person, plus wine glasses only if wine is on the confirmed menu; plan extra coffee cups for each scheduled break.
When should I buy supplies for a demo day?
Finish the main shopping at least two days before the event so you can check quantities and replace missing items. Buy fresh food and ice closer to the start time, and chill drinks several hours before guests arrive.

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