How to organise a demonstration day

Start by fixing the date, programme and target audience before arranging equipment or catering. Then open registration, collect dietary requirements and keep the visitor list current so confirmations and room planning stay accurate. Build each demonstration around a tested script, with spare parts and backup power ready before visitors arrive. Finish with the practical details: reception, route signs, manuals, product information, table layout and refreshments.

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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
Set the date and program
2 people
2
Set up demo areas
2 people
3
Define target audience
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Update visitor list
10
Send confirmation to visitors
11
Develop demo content
3 people
12
Write demonstration scripts
3 people
13
Inventory demo equipment
2 people
14
Test demo equipment
3 people
15
Lay out spare parts
2 people
16
Check presentations
2 people
17
Print the manuals
18
Print product information
19
Prepare name badges
2 people
20
Make route signs
21
Order catering
2 people
22
Determine the table layout
2 people
23
Confirm reservations
24
Purchase supplies
2 people
25
Check groceries
2 people
26
Clear the room
3 people
27
Set up tables and chairs
4 people
28
Set up registration desk
2 people
29
Set up demo tables
4 people
30
Connect demo equipment
4 people
31
Set up presentations
2 people
32
Securely finish cables
2 people
33
Set up lighting
2 people
34
Hang decorations
3 people
35
Set out coffee and tea
2 people
36
Chill cold drinks
2 people
37
Prepare snacks
3 people
38
Set out tableware and cutlery
2 people
39
Display the product materials
3 people
40
Test sound and visuals
3 people
41
Conduct a safety check
2 people
42
Hold team briefing
8 people

Event

43
Staff the registration desk
2 people
44
Welcome visitors
2 people
45
Hand out name badges
46
Guide visitors to demos
2 people
47
Give Product Demonstrations
5 people
48
Answer visitors' questions
4 people
49
Lead presentations
2 people
50
Hand out information materials
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Collect used dishes
2 people
55
Empty trash bins
56
Restock demo setups
2 people
57
Wave goodbye to visitors
2 people

Aftercare

58
Switch off equipment
2 people
59
Pack leftovers
2 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Dismantle demo equipment
4 people
63
Inventory materials
2 people
64
Store promotional materials
2 people
65
Clean rooms
4 people
66
Dispose of waste separately
2 people
67
Collect lost and found items
68
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 programme before inviting people. Give each demonstration a fixed time slot and allow a few minutes between sessions for visitors to move between demo areas.
Test every laptop, projector, monitor, speaker and wireless microphone in the actual room before the day. Check adapters, extension cords, power strips and cable trays at the same time, not during setup.
Prepare each demo case with its equipment, spare parts, script and any required laser pointer or desk lamp. Run the complete demonstration once from start to finish so missing materials are found early.
Close registration far enough ahead to update the visitor list, print name badges and send confirmations. Use the final numbers to confirm reservations and adjust tables, chairs, stools and catering quantities.
Walk the visitor route before opening the doors. Put route signs where people must make a decision, and place the reception desk, brochure racks, manuals and product information where visitors can find them without blocking the entrance.

Frequently asked questions

How far in advance should I organise a demonstration day?: Set the date and programme at least 6 to 8 weeks ahead. Open registration early enough to build a reliable visitor list, and finish equipment testing and printed materials at least 3 to 5 days before the event.
How many demo areas do I need for a demonstration day?: Plan one clearly defined area for each demonstration that runs at the same time. Leave 5 to 10 minutes between sessions if visitors need to move, and keep enough space around each table for the expected group size.
When should I test the demonstration equipment?: Run a full test 3 to 5 days before the event, then repeat a short check on the morning itself. Test presentation files, sound, power, adapters and spare parts in the room where the demonstrations will take place.
When should I order catering for a demonstration day?: Confirm catering after registration closes and the visitor list is updated, usually 5 to 7 days before the event. Include collected dietary requirements and allow a small buffer rather than ordering only for the exact confirmed number.

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.