How to organise a demo day without last-minute chaos

A successful demo day depends on two separate tracks: managing people and preparing the demonstrations. Start by building the participant list, sending invitations and collecting dietary requirements, then lock the programme before ordering catering or preparing the room. Test every laptop, projector, speaker, microphone and cable before guests arrive. On the day, allow time for registration, stand setup, presentations, refreshments and a final safety check rather than trying to do everything at once.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm the program
6
Inventory demonstrations
7
Make reservations
8
Order catering
9
Test the equipment
2 people
10
Collect presentations
11
Prepare name badges
12
Send directions
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set up registration desk
2 people
19
Set up demo stands
4 people
20
Set up projector and screen
2 people
21
Connect the sound system
2 people
22
Set up presentations
2 people
23
Hang decorations
2 people
24
Set up the buffet and drinks station
3 people
25
Conduct a safety check
2 people
26
Briefing for reception team
3 people

Event

27
Register guests
3 people
28
Serve welcome drinks
2 people
29
Deliver welcome presentation
30
Guide demonstrations
4 people
31
Answer questions at the booths
4 people
32
Serve snacks
3 people
33
Refill drinks
2 people
34
Collect used glasses
2 people
35
Host the networking drinks reception
2 people
36
Present the evening program
37
Announce the final round
38
See off guests
2 people

Aftercare

39
Clean up catering
3 people
40
Power down equipment
2 people
41
Collect waste
2 people
42
Wash dishes
3 people
43
Clear tables and chairs
4 people
44
Pack demo materials
3 people
45
Clean the venue
3 people
46
Check the equipment
2 people
47
Return materials
2 people
48
Return borrowed items
2 people
49
Store leftover catering
2 people
50
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Counter table
Coat racksqty 2

Tableware

Water glassesqty 80
Wine glassesqty 70
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 3
Presentation clicker
Cable ties

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 3
Serving utensilsqty 12
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Name card holdersqty 60
Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Flower arrangementsqty 6
Directional signsqty 8
Markersqty 12
Pensqty 60
Notepadsqty 60
A4 information holdersqty 12

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the event. Use the final list to prepare name badges, process late registrations and confirm dietary requirements with the caterer.
Freeze the programme 3–5 days beforehand and collect every presentation at least 24 hours before opening. Load the files on the presentation laptop and check fonts, videos and links in advance.
Test the full AV chain at least 2 hours before guests arrive: laptop, HDMI cable, projector, screen, speakers, microphone, power strips and extension cords. A presentation that works on a desk can still fail in the room.
Plan the room in zones: registration desk at the entrance, demo stands where people can circulate, seating and high tables for conversations, and a separate buffet and drinks station. Leave clear cable routes and walking space.
Prepare refreshments before opening, not during the first demonstrations. Chill drinks, fill coolers with ice, set out water glasses and coffee supplies, and keep serving trays, plates and cutlery together so the buffet can be replenished quickly.

Frequently asked questions

How far in advance should I organise a demo day?: Start planning at least 6–8 weeks ahead if demonstrations, reservations or catering are involved. Send invitations early, set a registration deadline 7 days before the event and confirm the programme 3–5 days beforehand.
When should I test the equipment for a demo day?: Run a complete test at least 2 hours before guests arrive, using the actual laptop, projector, screen, speakers, microphone and cables. Collect presentations no later than 24 hours before the event so technical problems can be fixed before setup.
How much time do I need to set up a demo day venue?: Allow 3–4 hours for a room with several demo stands, a registration desk, seating, catering and AV equipment. Add at least 30 minutes for the final safety check and a complete walk-through from the attendee’s point of view.
When should I order catering for a demo day?: Order catering once registrations and dietary requirements are reasonably stable, usually 7–10 days before the event. Reconfirm the final headcount and special requirements 2–3 days before delivery.

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