How to organise a product presentation

A product presentation needs a clear sequence: fix the date and programme first, then secure the venue, presenters, suppliers and guest list. Build the event around the product demo, because that determines the room layout, equipment and timing. Confirm dietary requirements and attendance before finalising catering, and test every presentation connection before guests arrive. This approach also leaves time to prepare name badges, press kits and a practical run sheet.

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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
Reserve the venue and hall
3
Book catering suppliers
4
Draft invitation
2 people
5
Send invitations
6
Register sign-ups
7
Confirm registrations
8
Collect dietary requirements
9
Confirm presenters
10
Design presentation slides
2 people
11
Prepare product demo
2 people
12
Check demo products
2 people
13
Test the equipment
2 people
14
Print the run sheet
15
Prepare name badges
16
Print attendance list
17
Compile press kits
2 people
18
Confirm catering and quantities
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Bring materials to the venue
3 people
22
Open hall
23
Set up tables and chairs
4 people
24
Set up the reception desk
2 people
25
Set up the presentation area
3 people
26
Set up product display
3 people
27
Hang branding and signage
2 people
28
Connect the technical equipment
2 people
29
Test the presentation and video
2 people
30
Set up lighting and sound
2 people
31
Set out coffee and tea
2 people
32
Set out snacks
2 people
33
Brief reception team
2 people

Event

34
Register guests
3 people
35
Hand out name badges
2 people
36
Serve welcome drinks
2 people
37
Handle the introduction
38
Give product presentation
2 people
39
Give product demonstration
3 people
40
Answer questions from the audience
2 people
41
Serve snacks and drinks
3 people
42
Refill drinks
2 people
43
Staff product stands
4 people
44
Collect contact details
2 people
45
Receive press and relations
2 people
46
Take photos
47
Host the networking drinks reception
3 people
48
Answer final product questions
2 people
49
Hand out farewell gifts and thank-yous
2 people
50
See guests out
2 people

Aftercare

51
Pack products safely
3 people
52
Switch off the equipment
2 people
53
Take down the decorations
2 people
54
Wash dishes
3 people
55
Collect waste
2 people
56
Clean the room
3 people
57
Put furniture back
3 people
58
Return materials
2 people
59
Return rental items
2 people
60
Send a follow-up email to visitors

What to bring

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

Furniture

Reception desk
High tablesqty 8
Low tablesqty 10
Chairsqty 80
Product tablesqty 6
Presentation table
Stoolsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving traysqty 10
Pitchersqty 8
Serving spoonsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Mobile product standsqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 4

Decorations

Company flagsqty 4
Roll-up bannersqty 4
Tableclothsqty 14
Flower arrangementsqty 6
Wayfinding signsqty 8
Balloon bouquetsqty 6
Tapeqty 6
Cable tiesqty 50

Catering

Coolersqty 4
Drink cratesqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Champagne coolersqty 2
Press kitsqty 40
Notepadsqty 80
Ballpoint pensqty 80
Name badgesqty 100
Lanyardsqty 100
Goodie bagsqty 80
Gift vouchersqty 80
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Washing-up tubsqty 3
Hand soap dispensersqty 4
Towel rollsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Frying pansqty 2
Aluminum foilqty 2
Cling filmqty 2
Paper towel rollsqty 8

Tips

Start with the programme and demo timing. Allow a specific slot for the product presentation, questions and hands-on viewing so the reception and catering schedule do not compete with the main message.
Confirm attendance and dietary requirements before placing the final catering order. Recheck the numbers close to the event, then match plates, glasses, cups and serving platters to the confirmed headcount.
Test the laptop, projector, screen, HDMI cables, adapters, microphones, speakers and mixer together at the venue. A separate check of each item is not enough if the connections or audio levels fail when combined.
Set up the room according to how guests will move through it: reception desk at the entrance, presentation seating facing the screen, and product tables where people can inspect the demo without blocking the exit.
Prepare the documents before event day. Print the run sheet and attendance list, organise name badges and press kits, and bring the demo materials and backup power supplies to the venue rather than collecting them at the last minute.

Frequently asked questions

How far in advance should I plan a product presentation?: Set the date, programme and venue at least 6 to 8 weeks ahead. Send invitations early enough to track replies, dietary requirements and presenter availability before you confirm catering and room setup.
How do I organise a product demonstration at a presentation?: Reserve a defined demonstration slot in the programme and check every demo product before the event. Prepare the presentation materials and test the complete setup at the venue at least 2 hours before guests arrive.
How much catering should I order for a product presentation?: Use the confirmed attendance count as the base and add a small buffer of about 5 to 10 percent. Finalise the order after registrations and dietary requirements are checked, ideally 3 to 5 days before the event.
When should I test the presentation equipment?: Complete the full equipment test on site at least 2 hours before opening the hall. Keep HDMI adapters, extension cords, power strips and a power bank available so a missing connection or low battery does not delay the programme.

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.