Product launch checklist: what to arrange and when

A product launch brings together guests, product information, a live presentation and practical delivery work. Start with the guest list and registration process, then lock down the content, catering and venue details. In the final week, test every presentation item, check the products and brief everyone with a role. This checklist helps you keep the public-facing programme separate from the behind-the-scenes work that is easy to leave until the last day.

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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

Compile guest list
2 people
Send invitations
2 people
Open the registration form
Collect product information
2 people
Compile the presentation
2 people
Develop demonstration scenario
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder
Order catering
Order drinks
Brief the presenter
2 people
Brief speakers
2 people
Brief the photographer
Test the equipment
2 people
Check products
2 people
Prepare name badges
2 people
Compile press kits
2 people
Print presentation materials
Make route signs
Confirm venue
Confirm deliveries
Do the shopping
2 people
Collect materials
2 people
Load products
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up product tables
3 people
Set up the presentation area
3 people
Hang up decorations
3 people
Set up the lighting
2 people
Connect the sound system
2 people
Upload presentation
Test product demo
3 people
Set up catering
3 people
Chill drinks
2 people
Set up coffee station
2 people
Lay out press folders
Hold team briefing
5 people
Staff the registration desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Support the product demo
3 people
Deliver the presentation
2 people
Answer guest questions
3 people
Coordinate press interviews
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve dinner
4 people
Monitor the product tables
2 people
Record contact details
2 people
Manage social media
See off the last guests
2 people
Store products safely
2 people

Aftercare

Collect waste
3 people
Collect tableware
3 people
Dismantle furniture
4 people
Switch off the equipment
2 people
Clean the venue
4 people
Pack up materials
3 people
Return rental items
2 people
Store leftover catering
2 people
Send thank-you message
Send press materials afterward
Enter leads
2 people
Select photos
Check invoices

What to bring

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

Furniture

Reception tableqty 2
Bistro tablesqty 10
Dining tablesqty 8
Chairsqty 90
Lounge chairsqty 12
Stoolsqty 12
Tableclothsqty 18
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Champagne glassesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clicker
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Coolersqty 4
Cash drawer
Label printer

Decorations

Product postersqty 6
Roll-up bannersqty 3
Table décorqty 10
Flower arrangementsqty 6
Buntingqty 8
Wayfinding signsqty 8
Name badgesqty 100
Badge holdersqty 100
Table numbersqty 10
Photo backdrop

Catering

Groceries

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Serving plattersqty 20
Serving trays with lidsqty 10
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 10
Thermos flasksqty 6
Coolersqty 6
Bottle openersqty 4
Corkscrewsqty 4
Waste binsqty 8

Lighting

LED spotlightsqty 8
String lightsqty 6
Table lampsqty 10

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 20
All-purpose cleanerqty 4
Glass cleanerqty 2
Floor cleanerqty 2

Other

Clipboardsqty 4
Pensqty 30
Notepadsqty 30
Press kitsqty 25
Product brochuresqty 100
Business cardsqty 300
Cable tiesqty 100
Gaffer tapeqty 6
Scissor setsqty 4
Utility knivesqty 2
Spare batteriesqty 40
Extended charging cablesqty 10

Tips

Open registration only after the product information, launch format and key presentation details are clear. Allow at least two weeks to collect responses and dietary requirements before placing the catering order.
Build the demonstration scenario around the actual products, then run through it with the presenter before the event. Keep a tested backup of the presentation on the laptop as well as the main working file.
Test the projector, projection screen, speakers, wireless microphones and presentation clicker together in the venue, not just separately at the office. Do this at least one day before guests arrive so you still have time to replace a cable or power strip.
Count tableware and furniture against the confirmed registration list, not the original guest list. Set aside reception-table materials, name badges, water glasses and charging stations before the room is opened for setup.
Confirm deliveries and load the products only after checking the demonstration units, press kits and printed presentation materials. Make route signs and prepare the reception area before the first guests arrive, when staff are still available to solve problems.

Frequently asked questions

How far in advance should I start planning a product launch?: Start at least 6 to 8 weeks before the launch. That gives you time to compile the guest list, open registration, confirm the venue, develop the demonstration and order catering and drinks.
When should I send product launch invitations?: Send the first invitations 4 to 6 weeks before the event, with registration open at the same time. Send a reminder 5 to 7 days before the launch, after processing registrations and dietary requirements.
When should I test the equipment for a product launch?: Complete a full test at least 24 hours before the event, including the projector, screen, laptop, speakers, microphones, clicker, extension cords and power strips. Repeat a quick sound and presentation check before guests enter.
How many drinks should I order for a product launch?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per additional hour. Add water for the full programme and match wine or champagne quantities to whether those drinks are served at reception, during the presentation or afterwards.

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.