What you need for a demonstration day

A demonstration day needs more than the equipment used in the demonstrations. You also need a clear reception setup, printed information, power and cable supplies, refreshments, and enough tableware for the expected visitors. Use the registration list to estimate quantities before buying groceries or printing materials. Check every laptop, projector, microphone and adapter in advance, and keep spare parts and power banks available for problems during the day.

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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
- Coffee beans - 4 packs
- Tea bags - 200 pieces
- Decaffeinated coffee - 2 packs
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still water - 60 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Beer glasses - 100 pieces
- Olives - 4 jars
- Salted cashews - 4 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa sauce - 4 jars
- Mini meatballs - 8 kilos
- Vegetarian meatballs - 4 kilo
- Chicken skewers - 6 kilos
- Falafel - 4 kilos
- Mini quiches - 8 boxes
- Mini pizzas - 8 boxes
- Puff pastry snacks - 8 boxes
- Hummus - 8 tubs
- Cream cheese - 3 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Strawberries - 6 kilos
- Mini rolls - 200 pieces
- Whole grain bread - 8 loaves
- White rolls - 8 loaves
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus topping - 3 kilo
- Arugula - 1 kilo
- Lettuce - 2 kilos
- Tomatoes - 3 kilos
- Cucumber - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Butter - 2 kilos
- Cookies - 8 packs
- Brownies - 8 boxes
- Mini muffins - 8 boxes
- Donuts - 100 pieces
- Vegan pastries - 40 pieces
- Gluten-free snacks - 40 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Ice cubes - 30 kilo

Tips

Plan one name badge, manual and product-information handout for every registered visitor, plus at least 10% extra for last-minute arrivals or damaged copies.
Allow one coffee cup, water glass and plate per visitor for each service round. Add 10% extra tableware if visitors will stay for several demonstrations or catering is served in shifts.
Count power strips, extension cords, cable trays and adapters by demonstration area rather than for the venue as a whole. Each active station should have a tested connection and one backup adapter nearby.
Prepare the reception desk with the updated visitor list, registration details and route signs before doors open. Put brochure racks and product information where visitors can collect them without blocking check-in.
Test projectors, screens, monitors, speakers and wireless microphones with the actual presentation files at least one day before the event. Charge power banks and label demo cases, laptops and spare parts so setup staff can find them quickly.

Frequently asked questions

What should I buy for a demonstration day?: Buy or arrange reception furniture, tables and chairs, demonstration equipment, power and cable supplies, lighting, printed materials, refreshments and tableware. Base quantities on the registration list and add about 10% spare items for visitors and breakages.
How many chairs and glasses do I need for a demonstration day?: Start with one chair and one water glass per expected seated visitor, then add 10% if space allows. For demonstrations using high tables or stools, count those separately instead of assuming every visitor will sit.
When should I test the demonstration equipment?: Run a complete test at least one day before the demonstration day, using the real laptops, presentation files, projectors, screens, speakers and microphones. Test every adapter and extension cord, then repeat a short power-on check on the morning of the event.
How much printed material should I prepare for a demonstration day?: Print one manual and one product-information handout for each registered visitor, plus 10% extra. Prepare additional copies if walk-in visitors are possible or if several demonstration areas will distribute the same information.

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