How to organise a dealer day from start to finish

A successful dealer day depends on getting the sequence right: confirm the date and venue first, then build the attendee list, programme and demonstrations around them. Registrations, dietary requirements and presentations need firm deadlines because late changes affect catering, badges and room setup. Technical checks deserve their own briefing, especially when several demo models, microphones and presentations share one programme. Use the final week to close registrations, print materials and confirm deliveries rather than still making basic decisions.

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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

1
Confirm date and location
2
Create the participant list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Finalize the program
2 people
7
Confirm speakers
8
Collect presentations
9
Select demo models
2 people
10
Make reservations
11
Order catering
12
Reserve audiovisual equipment
13
Design signage
14
Design name badges
15
Gather promotional materials
2 people
16
Send route information
17
Check parking spaces
18
Prepare the technical briefing
2 people
19
Check catering requirements
20
Close registrations
21
Print participant list
22
Lay out name badges
23
Collect materials
2 people
24
Leave venue clean
2 people
25
Receive deliveries
2 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Set up the presentation area
3 people
29
Set up demo models
4 people
30
Set up promotional tables
2 people
31
Hang up signage
2 people
32
Connect the technical equipment
2 people
33
Test presentations
2 people
34
Test microphones
2 people
35
Chill drinks
2 people
36
Prepare coffee station
2 people
37
Set out snacks
3 people
38
Brief the registration team
2 people

Event

39
Register arriving guests
3 people
40
Serve welcome drinks
3 people
41
Explain the program
42
Facilitate presentations
2 people
43
Collect questions from the audience
44
Refill coffee and tea
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Guide demonstrations
4 people
48
Refill the dinner buffet
3 people
49
Serve diet meals
2 people
50
Restock plates and cutlery
2 people
51
Host the networking drinks reception
3 people
52
Tear down the buffet
3 people
53
Remove waste regularly
2 people
54
See off guests
2 people

Aftercare

55
Switch off equipment
2 people
56
Pack promotional materials
2 people
57
Collect tableware
3 people
58
Collect waste
3 people
59
Clear tables and chairs
4 people
60
Clean the venue
3 people
61
Check materials
2 people
62
Return borrowed items
2 people
63
Store leftover catering
2 people
64
Collect supplier invoices
65
Send thank-you message
66
Archive participant details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 8
Registration desk
Buffet tablesqty 4
Promotional tablesqty 6
Coat racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Pouring bottlesqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Cool bagsqty 4

Decorations

Tableclothsqty 10
Standing bannersqty 6
Name badge holdersqty 60
Red carpet
Flower arrangementsqty 8
Table number cardsqty 10
Brochure holdersqty 8
Pensqty 70
Notepadsqty 70

Lighting

LED spotlightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue, date and room layout before inviting anyone. Check parking, access routes, registration space and whether tables, chairs, high tables and a coat area fit without blocking movement.
Set a registration deadline at least 7 days before the dealer day. Use the final list to collect dietary requirements, print name badges and give the caterer a reliable headcount.
Lock the programme and speakers before collecting presentations. Ask for every presentation several days in advance, then test the laptop, projector, screen, clicker, wireless microphones, speakers and extension cords together.
Plan the demonstrations as a timed sequence, not just a list of models. Select the demo models early, prepare the technical briefing and leave enough time between sessions to reset equipment and move people safely.
Treat deliveries and catering as timed arrivals on the event schedule. Check coffee machines, kettles, thermos flasks, coolers, glasses and serving equipment before guests arrive, and assign someone to receive deliveries and check the venue afterwards.

Frequently asked questions

How far in advance should I plan a dealer day?: Start planning at least 6 to 8 weeks before the event. That gives you time to confirm the venue, speakers, demo models, catering, audiovisual equipment and invitations without relying on last-minute availability.
When should dealer day registrations close?: Close registrations about 7 days before the event. Use that deadline to confirm the catering quantity, dietary requirements, participant list and printed name badges.
When should speakers send their presentations?: Request final presentations at least 3 business days before the dealer day. Test them on the event laptop and projector before guests arrive, including videos, fonts, sound and the presentation clicker.
How long should the technical setup take before a dealer day?: Reserve at least 90 minutes for technical setup and testing. Check the projector, screen, microphones, speakers, power strips and extension cords together, then run through the opening presentation and first demonstration.

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