How to organize a Demo Day without last-minute problems

A successful Demo Day depends on sequence: fix the date and venue first, then build the program around presenters, registration and technical needs. Give speakers firm presentation times and collect their files early enough for a full technical check. Guest information, dietary requirements and room setup need their own deadlines, not a final-day scramble. On the day itself, allow time to test the presentation laptop, projector, microphones, cables and backup files before guests arrive.

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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 date and location
2
Draw up the program and schedule
2 people
3
Select presenters
2 people
4
Arrange presentation times
2 people
5
Draft invitations
6
Send invitations
7
Process registrations
2 people
8
Collect dietary requirements
9
Send reminder to invitees
10
Collect presentations
11
Check presentations technically
2 people
12
Inventory demo equipment
13
Make catering reservations
14
Confirm furniture reservation
15
Prepare name badges
2 people
16
Print the program
17
Print route signs
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Back up presentations
21
Open venue
2 people
22
Check rooms
2 people
23
Set up tables and chairs
4 people
24
Set up registration desk
2 people
25
Lay out name badges
2 people
26
Set up the catering buffet
3 people
27
Prepare coffee and tea
2 people
28
Prepare snacks
3 people
29
Set up the presentation area
3 people
30
Connect the projector and screen
2 people
31
Test the microphone and speakers
2 people
32
Test the Wi-Fi and presentation laptop
2 people
33
Check demo setups
2 people
34
Hang decorations
2 people
35
Place route signs
36
Place waste bins
37
Briefing for the reception team
4 people
38
Briefing for presenters
2 people

Event

39
Welcome presenters
2 people
40
Register visitors
3 people
41
Hand out name badges
2 people
42
Serve welcome drinks
2 people
43
Handle the opening
44
Facilitate presentations
2 people
45
Monitor presentation time
46
Support demo equipment
2 people
47
Moderate audience Q&A
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Collect used dishes
2 people
51
Host the networking drinks reception
3 people
52
Collect contact details
2 people
53
Arrange photo moments
54
Announce the final round
55
Wave goodbye to visitors
2 people

Aftercare

56
Switch off equipment
2 people
57
Pack leftovers safely
2 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Remove decorations
2 people
61
Collect and sort waste
3 people
62
Clean the venue
4 people
63
Return borrowed items
2 people
64
Store leftover materials
2 people
65
Send thank-you message
66
Share presentations with visitors
67
Share photos with participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 12
Registration desk
Buffet tablesqty 3
Changing room setup

Equipment

Presentation laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 2
Wi-Fi router
Flip chartqty 2
Flipchart markersqty 12

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Coffee spoonsqty 90
Platesqty 100
Forksqty 100
Knivesqty 100
Pliersqty 8
Serving spoonsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Water carafesqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Drink dispensersqty 3

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Name badge holdersqty 100
Directional signsqty 10
Program standsqty 6

Lighting

Mood lightingqty 6
LED lampsqty 8

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the program before sending invitations. Include presentation times, registration details and the expected finish time, then give presenters a firm deadline for confirming their slot.
Collect presentation files at least 3 working days before Demo Day. Open every file on the presentation laptop, check HDMI adapters and projection, and keep a backup copy available.
Close registration 3 to 5 days before the event if possible. Use the final list to prepare name badges, print the program and send dietary requirements to catering.
Schedule venue access at least 2 hours before the first presentation. That gives you time to check rooms, arrange tables and chairs, set up registration and test microphones, speakers and Wi-Fi.
Treat drinks and serving equipment as a separate setup task. Chill drinks several hours beforehand, check glasses and serving utensils, and place water where presenters can reach it without leaving the stage.

Frequently asked questions

How far in advance should I plan a Demo Day?: Start at least 6 to 8 weeks before the event. Confirm the date and venue first, then allow 3 to 4 weeks for presenters, invitations and registrations.
When should presenters send their Demo Day presentations?: Set the submission deadline at least 3 working days before the event. Check each file on the actual presentation laptop and keep a backup on a second device or storage location.
How early should I arrive at the venue for a Demo Day?: Arrive about 2 hours before guests are expected. Use the first 60 minutes for room and registration setup, then reserve at least 30 minutes for projection, audio and cable checks.
When should I finalize catering for a Demo Day?: Confirm the catering order and dietary requirements 3 to 5 working days before the event. Recheck the final attendee count after registration closes and tell the caterer about any changes immediately.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.