How to organise a roadshow from first plan to opening

A roadshow combines travel, visitor registration, demonstrations and a temporary event setup, so the order of work matters. Start by fixing the audience, programme, location and date before booking suppliers or sending invitations. Then build the venue layout, confirm access and power, and give visitors clear travel information. In the final week, focus on registrations, materials, catering and a full technical test so the team can open on time.

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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 target group and program
2 people
2
Confirm location and date
3
Make reservations
4
Check permits and regulations
5
Create a venue map
6
Check power outlets and Wi-Fi
7
Draft invitations
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send visitor information
12
Create presentation and demonstration
2 people
13
Check promotional materials
2 people
14
Check logos and branding
15
Make badges and registration forms
2 people
16
Confirm deliveries and access
17
Order catering
18
Run a technical test
2 people
19
Check the route and parking
20
Check the weather forecast
21
Do the shopping
2 people
22
Collect materials
3 people
23
Label the materials
2 people
24
Load transport
3 people
25
Open venue
2 people
26
Receive deliveries
2 people
27
Clear the loading and unloading area
2 people
28
Set up tables and chairs
4 people
29
Set up the promo booth
2 people
30
Set up the presentation screen
2 people
31
Connect sound equipment
2 people
32
Set up stands and banners
3 people
33
Connect lighting
2 people
34
Set up the registration point
2 people
35
Set up demonstration materials
2 people
36
Chill drinks
2 people
37
Prepare snacks
3 people
38
Set up catering point
2 people
39
Conduct a safety check
2 people
40
Hold team briefing
6 people

Event

41
Staff registration
2 people
42
Welcome visitors
2 people
43
Hand out promotional materials
2 people
44
Give demonstrations
3 people
45
Lead presentations
2 people
46
Answer visitors' questions
3 people
47
Serve snacks
2 people
48
Serve drinks
2 people
49
Refill drinks
2 people
50
Keep the Catering Point Clean
51
Empty trash bins
52
Guide visitor flow
2 people
53
Collect contact details
2 people
54
Lead the final presentation round
2 people
55
Wave goodbye to visitors
2 people

Aftercare

56
Switch off equipment
2 people
57
Gather promotional materials
3 people
58
Clean up catering
2 people
59
Wash dishes
2 people
60
Sort and remove waste
2 people
61
Take down tables and chairs
4 people
62
Clean the venue
3 people
63
Pack materials back up
3 people
64
Unload transport
3 people
65
Check materials
2 people
66
Return borrowed items
2 people
67
Send a follow-up email to visitors

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 60
Promotional counterqty 2
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Laptopqty 2
Presentation screen
Projector
Wireless microphonesqty 2
Portable speakerqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
USB sticksqty 3
Barcode scannerqty 2
Mobile hotspot
Dollyqty 2

Decorations

Roll-up bannersqty 4
Flagsqty 6
Tableclothsqty 10
Backdropqty 2
Wayfinding signsqty 8
Pen holdersqty 6

Lighting

LED work lightsqty 4
Mood lightingqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice binsqty 4
Serving tongsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Tea towelsqty 12

Catering

Groceries

Registration

Name badgesqty 100
Lanyardsqty 100
Registration formsqty 120
Clipboardsqty 6
Ballpoint pensqty 30

Promotion

Brochuresqty 300
Flyersqty 500
Giveawaysqty 250
Tote bagsqty 150
Business cardsqty 300
Stickersqty 300
Product samplesqty 200
Brochure holdersqty 8
Price listsqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6

Safety

Cable matsqty 8
Bollardsqty 8
Barrier tapeqty 4
Flashlightsqty 4

Office

Tapeqty 8
Scissorsqty 6
Cutting knifeqty 3
Staplerqty 3
Tapeqty 6
Label printer
Storage boxesqty 12
Document foldersqty 12
PowerPoint remoteqty 2

Tips

Set the programme and target group before drafting invitations. Allow at least 2 weeks between sending invitations and the roadshow date so you can process registrations and collect dietary requirements.
Check the venue in person or request a detailed plan before creating the layout. Mark registration, demonstrations, seating, catering, storage, power outlets, Wi-Fi and visitor routes on one venue map.
Run the complete presentation and demonstration at the venue before opening day. Test the laptop, screen or projector, HDMI cables, wireless microphones, portable speaker and mobile hotspot together rather than separately.
Plan transport around loading and access times, not just the driving distance. Label every box, confirm delivery access in advance, and load the dolly, extension cords, power strips and power banks where the team can reach them first.
Send visitor information before the event with the address, parking or route details, start time and registration process. Recheck the weather forecast and route during the final 24 hours, then keep wayfinding signs and registration materials ready at the entrance.

Frequently asked questions

How far in advance should you plan a roadshow?: Start planning at least 8 weeks before the roadshow. Use the first 2 weeks to confirm the audience, programme, venue and date; leave the final week for deliveries, materials and the technical test.
When should I send roadshow invitations?: Send invitations about 2 to 4 weeks before the event. Close or review registrations several days before opening so badges, forms, seating and dietary requirements can be prepared accurately.
What should I test before a roadshow?: Run a full technical test no later than 1 day before the roadshow. Check the laptop, presentation, projector or screen, HDMI cables, microphones, speaker, power connections and backup internet in the same room where they will be used.
How do I organise transport for a roadshow?: Confirm delivery access and loading times at least 1 week beforehand. Label materials by use or location, load heavy equipment securely, and keep essential items such as registration supplies, cables and power banks accessible during unloading.

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