Product Launch Checklist

A product launch has to work on stage, at the registration desk and in the demonstration area at the same time. Start by setting the launch goal, format, date and venue, then build the layout around product displays, demonstrations, catering and storage. Before guests arrive, inspect and clean every product, confirm speaker arrival times and test the microphone, camera, stand and extension cables. This checklist covers the 126 planning tasks and 80 supplies needed to keep the launch organized from setup through follow-up.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Define the launch purpose
Plan the presentation area
Inspect all products before the event
Confirm microphone requirements
Set up charging stations if needed
Arrange the catering setup
2 people
Check for forgotten items
2 people
Choose the launch format
Plan the demonstration area
Clean products before presentation
Arrange speaker arrival times
Assign a technical support person
Place promotional materials
2 people
Store remaining supplies
2 people
Set the event date and time
Plan the catering area
Arrange product samples
Welcome and assist speakers during the event
Prepare the registration desk
Check venue cleanliness
2 people
Send thank-you messages
Select the venue
Plan the storage area
Prepare demonstration products
Define food and drink requirements
Set up the guest check-in process
Complete the final walkthrough before opening
2 people
Follow up with interested customers
Create the event budget
Plan the seating layout
Test product functionality
Select a catering provider if needed
Prepare name badges
Brief event staff before opening
2 people
Review event results
Assign responsibilities to the team
Confirm parking arrangements
Prepare the product demonstration area
Confirm the catering order
Prepare promotional materials
Welcome guests
4 people
Record improvements for future events
Build the preparation timeline
Confirm the venue rules
Organize the product display layout
Confirm the delivery time
Arrange promotional displays
Coordinate the event schedule
2 people
Estimate the expected guest count
Prepare the venue layout plan
Place product information near displays
Prepare the catering area
Prepare social media content before launch
Introduce speakers
2 people
Confirm the event team members
Define the target guest groups
Train staff on product features
Arrange serving stations
Share event updates
Support product demonstrations
2 people
Schedule preparation meetings
Prepare the invitation list
Prepare answers to common customer questions
Organize the drinks service
Coordinate photography and video coverage
Assist guests during the event
4 people
Visit the venue before the event
2 people
Collect guest contact details
Test product demonstrations before the event
Check dietary requirements
Invite relevant partners or media
Monitor product displays
2 people
Confirm the venue booking
Send invitations
Prepare backup demonstration options
Coordinate catering staff
Provide product information to visitors
Solve unexpected issues
2 people
Confirm venue access and setup times
Track guest responses
Confirm event speakers
Prepare presentation equipment
Collect customer interest information
Collect visitor feedback
2 people
Check the venue capacity
Follow up with invited guests
Confirm speaker availability
Test the projector or screens
Open the venue before guests arrive
2 people
Coordinate photography and media activities
2 people
Check available power connections
Confirm final guest attendance
Share the event schedule with speakers
Test the microphones
Set up the registration desk
2 people
Remove event decorations
2 people
Check lighting conditions
Prepare the guest arrival process
Prepare the speaker briefing
Test the speakers
Arrange seating
2 people
Pack products safely
2 people
Check sound conditions
Prepare the guest welcome procedure
Confirm presentation topics
Test the internet connection if needed
Set up product displays
2 people
Collect promotional materials
2 people
Plan the guest arrival area
Organize VIP guest handling if needed
Review presentations before the event
Prepare the product demonstration technology
Install signs and banners
2 people
Return rented equipment
2 people
Plan the registration area
Assign greeters for guests
Schedule speaker rehearsals
Check power supply availability
Set up presentation equipment
2 people
Clean the venue
3 people
Plan the product display area
Prepare products for display
Prepare the speaker introductions
Prepare backup equipment
Prepare demonstration areas
2 people
Remove waste
2 people

What to bring

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

Activities

Shelves
Product labels
Price tags
Display decorations
Decorative elements
Banners
Protective covers
Roll-up banners
Posters
Product samples
Photo backdrop
Product display stands
Event decoration materials
Promotional giveaway items

Cleaning

Waste bins
Trash bags
Recycling bags
Cleaning wipes
Cleaning spray
Paper towels
Cleaning cloths
Broom
Dustpan

Logistics

Cable ties
Gift bags
Serving tables
Storage boxes
Staff badges
Clipboards
Registration table
Tablecloth
Name badges
Rope barriers
Badge holders
Lanyards
Chairs
Pens
Tables
Markers
Table covers
Welcome sign
Direction signs
Guest information cards
Notebooks
Packing boxes
Scissors
Protective packaging materials
Display tables
Tape

Groceries

Water bottles
Drinks
Snacks
Finger food supplies

Technical

Tool kit
Camera
Tripod
Extension cables
Laptop
Power strips
Lighting equipment
Projector
Chargers
Projection screen
Backup USB drive
Display monitor
Microphones
Speakers
Display lighting
Presentation remote
HDMI cables
Product demonstration equipment
Adapters

Kitchen

Napkins
Serving trays
Beverage dispensers
Coffee machine
Plates
Cups
Glasses
Cutlery

Tips

Set the event flow before arranging the room: allow time for registration, the presentation, product demonstrations, catering and informal conversations. This prevents the demonstration zone or catering setup from competing with the presentation area.
Inspect every product before delivery day, then clean presentation units again immediately before guests arrive. Check product labels and price labels at the same time so staff are not correcting displays during the launch.
Assign one technical support person rather than leaving microphone, camera, stand, charging stations and extension cables to the speakers. Test the setup at least 60 minutes before the first presentation and keep the tool kit nearby.
Give registration its own table, clipboards and staff badges, and prepare a clear place for gift bags or product samples. Confirm the registration team’s arrival time before the speakers arrive so the first guests are not left waiting.
Plan waste and storage before catering and demonstrations begin. Put rubbish, recycling and spare stock in marked areas, and schedule a final check for forgotten items before remaining supplies and products are packed away.

Frequently asked questions

How early should I start planning a product launch?: Start at least 6 to 8 weeks before the event if you need a venue, speakers, catering and product samples. Use the final 7 days for confirmations, product inspection, display preparation and technical checks.
What should I check before a product launch presentation?: Check every product for damage, cleanliness, labels and working condition at least 24 hours beforehand. Test the microphone, camera, stand, extension cables and any charging stations again 60 minutes before the presentation.
How much food and drink do I need for a product launch?: For the first hour, plan on 2 to 3 drinks per person, then adjust for the event length and audience. Prepare snacks or small bites for the expected guest count and add a 10% buffer so the catering table does not empty early.
When should speakers arrive at a product launch?: Ask speakers to arrive at least 60 minutes before they are due on stage. This leaves time for registration, microphone checks, presentation setup and a short run-through with the technical support person.

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.