What to Buy for a Demo Day

A Demo Day needs more than presentation slides and refreshments. You will need a working presentation setup, reliable power and connection options, registration supplies, furniture and enough tableware for the catering service. Buy or reserve the items below early, then check quantities against your registration list. The details people often leave too late are HDMI adapters, extension cords, name-badge supplies and chilled drinks for the first arrivals.

Organize this event for free with Lizzt

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
- Coffee beans - 3 kilo
- Tea bags - 180 pieces
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Ice cubes - 20 kilo
- Lemons - 20 pieces
- Limes - 20 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Mini wraps - 120 pieces
- Baguettes - 12 pieces
- Multigrain bread - 8 loaves
- Crackers - 10 packs
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Smoked salmon - 1 kilo
- Falafel - 3 kilos
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Mini quiches - 120 pieces
- Vegetable sticks - 8 kilos
- Mini pizza slices - 120 pieces
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 10 packs
- Chocolate - 3 kilos
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Glass trash bags - 10 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Food gloves - 200 pieces
- Cocktail picks - 500 pieces
- Ice cream scoops - 4 pieces
- Coffee filters - 2 packs

Tips

Plan for one registration place per 50 guests, with a registration desk, printed program and name badges laid out in alphabetical order. Keep spare blank badges and markers available for walk-ins or spelling corrections.
Prepare at least two HDMI adapters and two extension cords, even if the venue says the presentation laptop is compatible. Test the laptop, projector, screen, microphones and speakers together before the event.
For the first hour, allow two to three drinks per person, including water, and chill them before doors open. Use coolers if the venue refrigerator cannot hold the full quantity at once.
Match tableware to the catering format rather than the guest count alone: allow one plate, fork and knife per guest, plus around 10% extra for replacements. Add coffee cups and spoons if coffee is served throughout the program.
Reserve tables, chairs, bar stools and buffet tables as soon as the venue layout is confirmed. Leave a clear route to the registration desk, presentation area and changing-room setup instead of trying to fit extra furniture in on the day.

Frequently asked questions

What do I need to buy for a Demo Day?: Plan for drinks, tableware, name-badge supplies, printed programs and route signs, plus presentation essentials such as HDMI cables, adapters, power strips and extension cords. The exact quantity depends on registrations, but buy or reserve about 10% extra tableware and badges.
How many drinks do I need for a Demo Day?: Allow two to three drinks per person for the first hour, with water included, then add roughly one drink per person for each additional hour. Chill the first batch before opening and keep backup drinks in coolers.
How many HDMI adapters and cables should I bring?: Bring at least two HDMI cables and two compatible HDMI adapters, even when only one presenter is scheduled at a time. Keep one complete spare connection available so a faulty cable does not stop the program.
When should I arrange Demo Day equipment and furniture?: Confirm the projector, screen, microphones, speakers, laptop, Wi-Fi router and power equipment at least 7 days before the event. Finalize tables, chairs, registration furniture and buffet tables once the room layout and guest count are confirmed.

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.