How to organise a Customer Day without last-minute problems

A Customer Day combines guest management, catering, presentations and live product demonstrations, so the order of preparation matters. Start with the date and programme, then build the guest list, invitations and registration process around it. Use confirmed registrations to plan dietary requirements, seating, catering quantities and name badges. In the final week, test every presentation, confirm deliveries and prepare the entrance, buffet and demonstration areas before guests arrive.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Compile the guest list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Send the program to guests
7
Book catering
8
Reserve extra staff
9
Collect presentation materials
2 people
10
Select products for demonstration
2 people
11
Prepare demonstrations
3 people
12
Check the presentation
2 people
13
Assemble the music playlist
14
Make name badges
2 people
15
Assemble information folders
3 people
16
Sort badges
17
Prepare directions
18
Confirm deliveries
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Setting up shelf-stable catering
2 people
23
Clean the venue
3 people
24
Check toilets
25
Set up the entrance
2 people
26
Set up tables
4 people
27
Set up chairs
4 people
28
Set up buffet
3 people
29
Set up coffee station
2 people
30
Set up the presentation area
3 people
31
Connect the technical equipment
2 people
32
Test the equipment
2 people
33
Hang up decorations
3 people
34
Lay out name badges
35
Set out information materials
2 people
36
Check catering
2 people
37
Briefing for reception team
2 people

Event

38
Welcome guests
4 people
39
Register attendance
2 people
40
Hand out name badges
2 people
41
Serve welcome drinks
3 people
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Handle the product presentation
2 people
45
Guide demonstrations
4 people
46
Answer customer questions
4 people
47
Refill drinks
2 people
48
Restock the buffet
3 people
49
Serve dinner
5 people
50
Serve diet meals
2 people
51
Guide presentation
2 people
52
Conduct relationship meetings
5 people
53
Serve dessert and coffee
3 people
54
Say goodbye to guests
3 people
55
Collect lost and found items

Aftercare

56
Bring waste to the collection point
3 people
57
Pre-sort tableware
3 people
58
Wash dishes
3 people
59
Clear buffet
3 people
60
Dismantle furniture
4 people
61
Switch off the equipment
2 people
62
Remove decorations
3 people
63
Clean the venue
4 people
64
Distribute leftover food
2 people
65
Inventory materials
2 people
66
Return borrowed materials
2 people
67
Archive photos and presentations
68
Send thank-you emails
69
Forward contact requests
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 4
Reception table
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving utensilsqty 20
Serving plattersqty 16
Serving plattersqty 12
Coffee potsqty 6

Kitchen

Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Coolersqty 6
Ice containersqty 4
Food warmersqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Projector
Projection screen
Laptop
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 2

Decorations

Tableclothsqty 12
Chair coversqty 100
Flower arrangementsqty 12
Buntingqty 6
Welcome sign
Menu card holdersqty 12
Table numbersqty 12

Lighting

String lightsqty 6
LED spotlightsqty 6
Battery lampsqty 12

Catering

Name badgesqty 100
Badgesqty 100
Information foldersqty 100
Notepadsqty 100
Ballpoint pensqty 100
Napkin holdersqty 12
Groceries

Cleaning

Cleaning cart
Broomqty 2
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Vacuum cleaner

Tips

Set the programme before sending invitations. Include registration details, presentation times and demonstration slots so guests know what to expect and you can track attendance against each part of the day.
Close registration early enough to act on the results. A practical deadline is 7 days before the event, leaving time to collect dietary requirements, order catering and prepare name badges and information folders.
Test presentations and demonstrations at the venue, not only on a laptop. Check the projector, projection screen, presentation files and demonstration products at least 1 day before guests arrive.
Plan the room in zones: reception table and name badges at the entrance, seating for presentations, buffet tables away from the demonstration area, and clear space for product handling. This prevents queues from blocking the programme.
Finish the operational checks before setup day ends. Confirm deliveries, chill drinks, check toilets, place waste bins and prepare coffee equipment, serving utensils and tableware before the first guest arrives.

Frequently asked questions

How far in advance should I organise a Customer Day?: Start planning 6 to 8 weeks ahead if catering, presentations and product demonstrations are involved. Send invitations as soon as the date and programme are stable, then close registrations about 7 days before the event.
When should I send Customer Day invitations?: Send the first invitation 4 to 6 weeks before the Customer Day. Send the final programme and practical directions 3 to 5 days beforehand, once registration numbers and dietary requirements are confirmed.
How do I prepare product demonstrations for a Customer Day?: Select the products at least 2 weeks in advance and prepare each demonstration with its own materials and timing. Run a complete test 1 day before the event, including the presentation, equipment and transition between demonstrations.
What should I check on the morning of a Customer Day?: Allow at least 2 hours for setup and final checks. Verify the entrance, name badges, seating, buffet, chilled drinks, coffee equipment, toilets, deliveries, projector and demonstration stations before guests arrive.

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.