What you need for a press launch

A press launch needs more than refreshments and a presentation. You need a clear registration setup, name badges, press kits, printed materials, reliable AV equipment and enough tableware for the full programme. Use your confirmed guest count as the starting point, then add a small buffer for drinks, printed items and seating. Check technical equipment at least one day before the launch, because missing cables, chargers or adapters are among the easiest things to overlook.

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What to bring

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

Furniture

High tablesqty 6
Dining tablesqty 8
Chairsqty 60
Registration desk
Speaker chairsqty 4
Clothes racksqty 2

Tableware

Wine glassesqty 70
Water glassesqty 70
Coffee cupsqty 60
Dinner platesqty 70
Dessert platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Speakersqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Cameraqty 2
Camera tripodsqty 2
Memory cardsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Pouring jugsqty 8
Thermos flasksqty 6
Meal containersqty 12

Decorations

Company logo bannersqty 3
Table runnersqty 14
Flower arrangementsqty 8
Photo backdrop
Directional signsqty 8
Name badge holdersqty 60
Table display standsqty 12

Lighting

LED light setsqty 6
Atmosphere lightsqty 10
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries
- Flat mineral water - 24 bottles
- Sparkling mineral water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic sparkling wine - 8 bottles
- White wine - 10 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Coffee beans - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 80 bags
- Green tea - 40 bags
- Herbal tea - 40 bags
- Sugar - 2 kilograms
- Sweeteners - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Coffee cream - 2 liter
- Lemons - 12 pieces
- Mint - 6 bunches
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Hummus - 2 kilograms
- Guacamole - 1 kilogram
- Salsa - 1 kilogram
- Olives - 2 kilograms
- Pickles - 1 kilogram
- Toast - 12 packs
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Parma ham - 1 kilogram
- Smoked salmon - 1 kilogram
- Chicken breast slices - 1 kilogram
- Arugula - 1 kilogram
- Mixed salad - 2 kilogram
- Bell peppers - 20 pieces
- Carrots - 3 kilogram
- Celery - 6 bunches
- Cherry mozzarella - 2 kilograms
- Quinoa salad - 4 kilograms
- Pasta salad - 5 kilograms
- Potato salad - 4 kilogram
- Mini quiches - 100 pieces
- Vegetable frittata - 60 pieces
- Chicken skewers - 100 pieces
- Falafel balls - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic - 10 bulbs
- Fresh basil - 6 bunches
- Lemon juice - 1 liter
- Chocolate brownies - 80 pieces
- Mini muffins - 80 pieces
- Cookies - 10 packs
- Dark chocolate - 1 kilogram
- Milk chocolate - 1 kilogram
- Vegan pastries - 20 pieces
- Gluten-Free Pastries - 20 pieces
- Vegan bread - 6 loaves
- Gluten-free crackers - 6 packs
- Vegan cheese - 1 kilogram
- Tofu - 2 kilograms
- Vegan mayonnaise - 2 jars
- Paper napkins - 400 pieces
- Cocktail sticks - 300 pieces
- Straws - 100 pieces
- Coffee filters - 100 pieces
- Stirrers - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Kitchen gloves - 6 pairs
- Dish towels - 8 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as wine or other beverages, and add roughly 10% extra for unexpected guests.
Prepare one press kit, printed programme and name badge per confirmed attendee, plus 5–10 spare sets. Keep the spare badges blank so late registrations can still be handled at the registration desk.
For a seated meal, count one dinner plate, fork and knife per guest, with 10% extra. Add dessert plates and spoons only if dessert is served, and provide one serving platter or serving spoon for each shared dish.
For presentations, bring at least two HDMI cables, two extension cords and two power strips, even when the venue says equipment is available. Pack a presentation clicker, power banks and a backup laptop or presentation copy separately from the main setup.
Reserve one registration desk, two chairs for registration and enough clothes-rack capacity for the guest count. Put name badges, pens, the guest list and press kits at the desk before doors open, rather than unpacking them during arrival.

Frequently asked questions

How many drinks do I need for a press launch?: Allow two to three drinks per person during the first hour and one additional drink per person for every following hour. Add about 10% extra, and make water available throughout the event.
How many press kits should I print?: Prepare one press kit for every confirmed guest and add 5–10 spare copies. If the guest list is still changing, keep the final batch flexible until registrations are processed.
How much tableware do I need for a press launch?: Count one plate, fork and knife per seated guest, then add 10% extra. Provide one glass per drink type and at least one serving platter or serving spoon for each shared dish.
When should I check the presentation equipment?: Test the projector, screen, laptop, microphones, speakers and cables at least one day before the press launch. Run through the presentation again on the day itself, ideally 60 minutes before guests arrive.

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