What to Buy for a Product Launch

A product launch needs more than the product itself. You will need a clear reception setup, seating, food and drinks, presentation equipment, product materials and practical items for guests and speakers. Plan quantities from your confirmed registrations, then add a small buffer for late arrivals and replacements. This shopping list covers the items most often forgotten until delivery day, including charging points, extension cords, signage and serving equipment.

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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
- Champagne - 12 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Beer - 6 crates
- Alcohol-free beer - 3 cases
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee beans - 4 kilograms
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Mini quiches - 120 pieces
- Mini wraps - 120 pieces
- Filled puff pastry snacks - 120 pieces
- Vegetable skewers - 100 pieces
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Sandwiches - 100 pieces
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Smoked salmon - 2 kilogram
- Young cheese - 2 kilograms
- Ham - 2 kilograms
- Chicken breast - 2 kilogram
- Lettuce - 2 kilograms
- Tomatoes - 3 kilograms
- Cucumbers - 3 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Pepper - 250 gram
- Salt - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Rice - 5 kilograms
- Pasta - 5 kilogram
- Pesto - 2 jars
- Pasta sauce - 6 jars
- Parmesan cheese - 1 kilogram
- Mixed salad - 6 kilograms
- Baguettes - 20 pieces
- Butter - 1 kilogram
- Fruit tart - 6 pieces
- Brownies - 100 pieces
- Mini macarons - 100 pieces
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Napkins - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 6 packs
- Air freshener - 4 spray cans

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

Plan seating for every registered guest, then add 5–10% extra chairs. Keep a few stools and lounge chairs available if the launch includes informal product conversations.
For a drinks reception, allow 2–3 drinks per person for the first hour, then 1 drink per person for each additional hour. Include water glasses as well as wine and champagne glasses if both are being served.
Match tableware to the food plan: provide one dinner plate per guest plus 10% spare plates, and check that you have enough dessert plates, coffee cups, knives, forks, spoons and serving utensils.
Test the projector, screen, laptop, speakers, wireless microphones and presentation clicker at the venue at least 24 hours before guests arrive. Pack extension cords, power strips and charging stations rather than assuming the venue has enough outlets.
Prepare name badges and press kits at least one day ahead, with 10% extra copies. Keep route signs, tablecloths, coolers and the cash drawer together in a labelled box so they are not left behind during loading.

Frequently asked questions

How many chairs do I need for a product launch?: Start with one chair per registered guest if the presentation is seated. Add 5–10% extra chairs, so a launch with 80 guests should have 84–88 chairs available.
How much food and drink should I buy for a product launch?: For a reception lasting two hours, plan 4–5 drinks per person in total, including water. Order enough food for every confirmed guest plus 5–10% extra, and use the registration form to account for dietary requirements.
What presentation equipment is needed for a product launch?: Pack a projector, projection screen, laptop, speakers, wireless microphones, microphone stands and a presentation clicker. Bring at least two extension cords and two power strips, and test everything 24 hours before the event.
When should I prepare name badges and press kits?: Prepare them at least one day before the launch, once registrations and product information are final. Print 10% more name badges and press kits than the confirmed guest count to cover late registrations and replacements.

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