How to organize a customer demo from start to finish

A customer demo works best when the visitor journey is planned before the presentation is polished. Start with the guest list, registrations, dietary requirements, and room reservation, then build the demo schedule around the audience and presenters. Technical testing should happen on the full setup, not only on a laptop. Allow time for name badges, route information, catering confirmation, backup files, and room layout so the event does not depend on last-minute fixes.

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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
Compile the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Reserve meeting room
6
Order catering
7
Finalize demo schedule
2 people
8
Develop presentation
2 people
9
Prepare demo scenarios
2 people
10
Collect questions for the Q&A
11
Collect logos and brand assets
12
Prepare name badges
13
Print programs
14
Send route information
15
Confirm presenters
16
Check technical supplies
17
Make backup files
18
Test demo on the full setup
2 people
19
Confirm catering and dietary requirements
20
Send reminder to guests
21
Do the shopping
2 people
22
Bring materials to the venue
2 people
23
Pre-discuss the space and technical setup
2 people
24
Set up the presentation laptop
25
Draw out the room layout

Event

26
Set up tables and chairs
3 people
27
Set up registration desk
2 people
28
Set up presentation screen
2 people
29
Connect laptop and adapters
30
Technically test presentation
2 people
31
Practice the demo dry
2 people
32
Chill drinks
2 people
33
Set up coffee station
2 people
34
Set out snacks and lunch
3 people
35
Lay out name badges
36
Welcome guests
3 people
37
Register attendance
2 people
38
Serve coffee and tea
2 people
39
Deliver welcome presentation
2 people
40
Present the customer demo
2 people
41
Moderate the Q&A
2 people
42
Refill drinks
2 people
43
Serve snacks
2 people
44
Host the networking drinks reception
3 people
45
Restock the buffet
2 people
46
See off guests
2 people

Aftercare

47
Store leftovers in the fridge
2 people
48
Switch off equipment
2 people
49
Collect tableware
2 people
50
Collect waste
2 people
51
Clean the room
3 people
52
Put furniture back
3 people
53
Pack up materials
2 people
54
Return borrowed items
2 people
55
Process leftover catering
56
Archive presentation files
57
Send a thank-you message to guests

What to bring

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

Furniture

Chairsqty 45
Tablesqty 8
High tablesqty 4
Tableclothsqty 8
Clothing rack

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Water jugsqty 6

Equipment

Presentation laptop
Projector
Projection screen
HDMI adaptersqty 3
Clicker
Speaker set
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Welcome sign
Table signsqty 8
Name badgesqty 50
Programsqty 50
Pensqty 30
Notepadsqty 30
Promotional materials

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Cleaning clothsqty 8

Lighting

Table lampsqty 4

Catering

Groceries

Tips

Set the guest process first: send invitations early enough to allow registration, then close the list at least 3 days before the demo so badges, programs, seating, and dietary requirements match the final numbers.
Plan the demo in sections rather than one long presentation. Prepare specific scenarios and collect Q&A questions in advance, then leave at least 15 minutes for questions and discussion.
Test the presentation laptop, projector, screen, HDMI adapters, clicker, microphones, speakers, extension cords, and power strips together at the venue at least 1 day before the event. Keep backup files in two separate places.
Confirm catering and dietary requirements 48 hours before guests arrive. Check that coffee cups, glasses, plates, cutlery, serving trays, water jugs, thermos flasks, and serving utensils are available before setup begins.
Draw the room layout before bringing materials in: place chairs and tables for clear sightlines, keep cables away from walkways, and put the welcome sign and table signs where guests can find registration without asking.

Frequently asked questions

How far in advance should I organize a customer demo?: Start planning 4 to 6 weeks ahead if customers need invitations and registration. Finalize presenters, the demo schedule, catering, and technical requirements at least 7 days before the event, then send a reminder 2 to 3 days before.
How do I prepare technology for a customer demo?: Run a full-system test at the venue at least 24 hours beforehand, using the presentation laptop, projector, screen, adapters, clicker, microphones, speakers, and power equipment. Bring backup presentation files and test every demo scenario in the same order as the live schedule.
When should I confirm catering for a customer demo?: Confirm the guest count and dietary requirements 48 hours before the demo, then check the delivery or collection time on the event day. Plan coffee, water, and food service around the schedule so catering does not interrupt the presentation or Q&A.
How much time should I allow for customer demo setup?: Allow at least 2 hours for room setup, technical checks, signage, badges, catering, and presenter preparation. Add another 30 minutes if the room has unfamiliar equipment or if the demo requires several scenarios and connection tests.

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.