Demonstration day checklist

A demonstration day depends on more than working equipment. Visitors need clear invitations, a simple registration process and an easy route from reception to each demo area. This checklist covers the preparation sequence, including scripts, presentations, spare parts, name badges, catering and printed information. Start several weeks ahead so you have time to confirm reservations, test every laptop, projector and microphone, and fix missing adapters or extension cords before visitors arrive.

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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

Set the date and program
2 people
Set up demo areas
2 people
Define target audience
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Update visitor list
Send confirmation to visitors
Develop demo content
3 people
Write demonstration scripts
3 people
Inventory demo equipment
2 people
Test demo equipment
3 people
Lay out spare parts
2 people
Check presentations
2 people
Print the manuals
Print product information
Prepare name badges
2 people
Make route signs
Order catering
2 people
Determine the table layout
2 people
Confirm reservations
Purchase supplies
2 people
Check groceries
2 people
Clear the room
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up demo tables
4 people
Connect demo equipment
4 people
Set up presentations
2 people
Securely finish cables
2 people
Set up lighting
2 people
Hang decorations
3 people
Set out coffee and tea
2 people
Chill cold drinks
2 people
Prepare snacks
3 people
Set out tableware and cutlery
2 people
Display the product materials
3 people
Test sound and visuals
3 people
Conduct a safety check
2 people
Hold team briefing
8 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Hand out name badges
Guide visitors to demos
2 people
Give Product Demonstrations
5 people
Answer visitors' questions
4 people
Lead presentations
2 people
Hand out information materials
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
Restock demo setups
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Pack leftovers
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle demo equipment
4 people
Inventory materials
2 people
Store promotional materials
2 people
Clean rooms
4 people
Dispose of waste separately
2 people
Collect lost and found items
Return materials
2 people

What to bring

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

Furniture

Reception desk
High tablesqty 12
Tablesqty 14
Chairsqty 100
Stoolsqty 24
Table skirtsqty 14
Brochure racksqty 6
Waste binsqty 8

Equipment

Laptopsqty 6
Projectorsqty 3
Projection screensqty 3
Monitorsqty 6
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Power stripsqty 12
Extension cordsqty 12
Cable traysqty 16
Adaptersqty 8
Power banksqty 6
Laser pointersqty 3
Demo casesqty 6

Lighting

LED lampsqty 10
String lightsqty 6
Desk lampsqty 6

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 4

Decorations

Company bannersqty 6
Balloonsqty 100
Table décorqty 14
Name card holdersqty 8
Directional signsqty 12
Adhesive stripsqty 4
Cable tiesqty 2
Clipboardsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and programme before opening registration. Allow at least two weeks between sending invitations and the event so you can process registrations, collect dietary requirements and update the visitor list.
Test each demonstration setup at least three days beforehand, using the same laptops, projectors, screens, monitors, speakers and wireless microphones planned for the day. Check adapters, power strips, extension cords and cable trays at the same time.
Prepare one complete demo case and a labelled set of spare parts for every demonstration area. Keep replacement items within reach rather than storing them in a separate room during the event.
Plan the visitor route before arranging tables and high tables. Place the reception desk at the entrance, add route signs between areas, and leave enough space for queues, chairs, stools and waste bins.
Place printed manuals, product information and name badges where visitors actually use them. Print a small surplus—around 10% above the confirmed visitor count—so late registrations and damaged copies do not cause a shortage.

Frequently asked questions

How early should I send invitations for a demonstration day?: Send invitations at least two weeks before the event and close registration several days beforehand. Use the final visitor list to confirm attendance, dietary requirements and the amount of catering needed.
When should demonstration equipment be tested?: Complete a full test at least three days before the demonstration day, then repeat a short power-on and connection check on the morning itself. Test every presentation, microphone, projector, screen and required adapter in its actual position.
How many printed manuals and badges should I prepare?: Prepare one manual and one name badge per confirmed visitor, plus roughly 10% extra. This covers late registrations, replacements and visitors whose details change after the confirmation list is printed.
How far in advance should catering be confirmed?: Order catering after registration has stabilised and confirm the final quantity at least three working days before the event. Include collected dietary requirements and keep a small buffer for late arrivals.

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.