Product launch checklist: what to arrange and when

A product launch depends on more than a polished presentation. You need the venue, guest flow, catering, product demos, press materials and technical setup ready at the right time. Start with your launch goals and venue, then work through invitations, registrations and dietary requirements before finalising the programme. In the final week, test every demo product, presentation screen and microphone, and check how products and promotional materials will reach the venue. This checklist gives you the full sequence in one place.

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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

Define launch goals
2 people
Reserve venue
Book catering
Reserve photographer
Design invitation
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Create final guest list
Prepare name badges
2 people
Complete the presentation
2 people
Prepare product demo
2 people
Test demo products
2 people
Test presentation screen
2 people
Print promotional materials
Compile press kits
2 people
Prepare the speaker briefing
Send speaker briefing
Do the shopping
2 people
Pack products securely
2 people
Check location and access
2 people
Have furniture set up
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Set up product display
3 people
Set up demo areas
3 people
Hang up signage
2 people
Hang up decorations
2 people
Connect presentation screen
2 people
Test microphones
2 people
Check the lighting
Set up catering
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out press folders
2 people
Lay out name badges
2 people
Carry out the final technical test
2 people
Give the team briefing
6 people

Event

Staff the registration desk
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Support the product demo
3 people
Deliver the presentation
2 people
Answer guest questions
3 people
Speak to the press
2 people
Take photos
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Host the networking drinks reception
3 people
Restock product display
Register guest questions
Say goodbye to guests
2 people

Aftercare

Pack products safely
2 people
Remove decorations
3 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Store photos securely
Send press materials afterward
Send thank-you message
Confirm follow-up appointments

What to bring

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

Furniture

Cocktail tablesqty 8
Presentation tablesqty 4
Chairsqty 80
Reception desk
Waste binsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving traysqty 12

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Logo backdrop
Product postersqty 8
Directional signsqty 8
Name badgesqty 100
Badge holdersqty 100
Pen setsqty 10

Equipment

Projector
Presentation screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 2
Power banksqty 4
Demo equipmentqty 6
Charging cablesqty 8
Product standsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Serving tongsqty 8
Serving jugsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Kitchen towelsqty 12
Aluminum foilqty 2

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning sprayqty 3
Microfiber clothsqty 12
Trash bagsqty 50

Catering

Groceries

Tips

Set a registration deadline before sending invitations, then leave at least 3–5 days to process responses, collect dietary requirements and create the final guest list. This prevents last-minute badge and catering changes.
Test the product demo and presentation on the actual laptop, projector and screen at least 24 hours before guests arrive. Bring extension cords, power strips and cable ties so a working demo is not held up by the room setup.
Send the speaker briefing at least 5–7 days before the launch and include timings, presentation order, microphone arrangements and the handover into the product demo. Ask speakers to confirm receipt rather than assuming they have read it.
Plan the guest journey from the entrance to the reception desk, presentation area and product display. Directional signs, a logo backdrop, name badges and badge holders should be packed together so they are not forgotten during venue setup.
Pack products securely and check location access before delivery day. Confirm when furniture such as cocktail tables, presentation tables and chairs can be set up, then place waste bins and serving tables before catering arrives.

Frequently asked questions

How far in advance should I plan a product launch?: Start planning at least 8–12 weeks before the launch if you need a venue, catering, photographer and speakers. Send invitations once the date, location and core programme are confirmed, usually 4–6 weeks beforehand.
When should I send product launch invitations?: Send the first invitation 4–6 weeks before the event and set a clear registration deadline 7–10 days before it. Send a reminder 3–5 days before the launch, after checking registrations and dietary requirements.
How early should I test the product demo and presentation?: Run a full test at least 24 hours before the launch, using the same products, laptop, projector, screen and microphones planned for the event. Do a shorter power and sound check again 60–90 minutes before guests arrive.
When should I prepare press kits and promotional materials?: Print promotional materials and compile press kits 3–5 days before the launch, leaving time to correct missing information. Pack and label them before venue setup so they can be placed on presentation or reception tables 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.