Product Launch Shopping List

A product launch needs more than the products themselves. You will need supplies for the presentation and demonstration zones, registration, catering, product samples, technical support, cleaning, and storage. This shopping list helps you prepare items such as labels, display materials, drinks, snacks, water, badges, cables, and waste bags before guests arrive. Check quantities against your guest count, then add a small reserve for last-minute replacements, spills, and extra attendees.

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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

Plan drinks and water by guest count, then add a reserve for speakers, staff, and late arrivals. Keep water bottles available near the presentation area as well as at the catering setup.
Prepare product labels, price labels, display decoration, shelves, and demonstration supplies at least 1 day before the launch. This gives you time to spot missing or damaged pieces before setup.
Pack technical items together: extension cables, cable ties, the camera, tripod, and tool kit. Test the microphone and any charging stations at least 2 hours before guests arrive.
Buy snacks, napkins, paper towels, cleaning cloths, cleaning spray, and waste bags for the full event plus cleanup. Keep a separate cleaning kit near the demonstration zone so spills can be handled immediately.
Use storage boxes for spare labels, samples, gift bags, and remaining stock. Label each box before setup and reserve at least 30 minutes after the event to pack and store everything safely.

Frequently asked questions

What should I buy for a product launch event?: Plan supplies for five areas: presentation, demonstrations, registration, catering, and cleanup. Typical items include product and price labels, display materials, drinks, snacks, water bottles, napkins, badges, cables, waste bags, cleaning supplies, and storage boxes.
How much food and drink do I need for a product launch?: For a launch lasting around 2 to 3 hours, plan at least 2 drinks per guest, plus water for every attendee. Provide 3 to 5 snack portions per person and add 10% extra for staff, speakers, and unexpected guests.
When should I prepare product launch supplies?: Buy or gather durable supplies 3 to 7 days before the event. Inspect products, labels, samples, and technical equipment at least 1 day beforehand, then complete the room setup and equipment test at least 2 hours before arrival.
What do people usually forget for a product launch?: Commonly missed items include spare product labels, price labels, extension cables, cable ties, staff badges, cleaning cloths, paper towels, recycling bags, and storage boxes. Prepare one backup set of labels and cables before setup begins.

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