Product launch shopping list

A product launch needs more than the product itself. Guests must find the reception desk, get a name badge, see the presentation clearly and move through the room without searching for equipment or supplies. This shopping list covers the items typically needed for registration, catering, product demonstrations and presentations. Use your confirmed guest count to set quantities, then add a small buffer for last-minute attendees and breakages.

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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
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Butter - 4 packs
- Cream cheese - 3 tubs
- Mild cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Arugula - 6 bags
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 6 bags
- Olives - 6 jars
- Salty crackers - 8 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Include water alongside wine or other welcome drinks, and allow extra glasses if catering staff will clear them during the event.
Order one name badge and badge holder per registered guest, plus at least 10% extra for spelling corrections, walk-ins and damaged badges. Keep pen sets at the reception desk so guests can complete or correct their details.
Allow one chair per seated guest and enough cocktail tables for guests who will stand during networking. Confirm the final room layout before ordering tablecloths, floral arrangements and product display furniture.
Test the projector, presentation screen, laptop, speakers and wireless microphones together at the venue at least 24 hours before the launch. Pack extension cords, power strips and cable ties in the same equipment case so setup does not stall over missing connections.
Prepare directional signs, product posters and the logo backdrop before delivery day, and bring at least one spare sign for the route from the entrance to registration. Place promotional materials and press kits where guests can collect them without blocking the reception desk.

Frequently asked questions

How many name badges do I need for a product launch?: Prepare one badge and badge holder for every confirmed guest, then add 10% extra. For 80 guests, bring at least 88 sets to cover walk-ins and reprints.
How much glassware should I buy for a product launch?: For a standing launch, plan roughly two wine glasses and one water glass per guest, with 10% extra if glasses will not be washed during the event. For 50 guests, that means about 110 wine glasses and 55 water glasses.
When should I buy supplies for a product launch?: Order furniture, printed materials, badges and branded decorations at least 10 business days ahead. Buy drinks and other perishable catering supplies within 24 to 48 hours of the launch, according to the caterer’s requirements.
What presentation equipment is needed for a product launch?: Bring a laptop, projector, presentation screen, speakers, wireless microphones, a microphone stand, extension cords, power strips and cable ties. Test the complete setup at the venue at least 24 hours before guests arrive.

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