Product presentation checklist: what to arrange and when

A product presentation needs more than slides and a speaking slot. You need a clear programme, confirmed presenters, working demo products, reliable presentation equipment, and a reception setup that can handle arrivals. This checklist takes you from booking the venue and inviting guests to printing the run sheet and opening the hall. Use it to keep registrations, dietary requirements, press kits, catering numbers, and last-minute technical checks in one workable sequence.

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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

Set the date and program
2 people
Reserve the venue and hall
Book catering suppliers
Draft invitation
2 people
Send invitations
Register sign-ups
Confirm registrations
Collect dietary requirements
Confirm presenters
Design presentation slides
2 people
Prepare product demo
2 people
Check demo products
2 people
Test the equipment
2 people
Print the run sheet
Prepare name badges
Print attendance list
Compile press kits
2 people
Confirm catering and quantities
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Open hall
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the presentation area
3 people
Set up product display
3 people
Hang branding and signage
2 people
Connect the technical equipment
2 people
Test the presentation and video
2 people
Set up lighting and sound
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Brief reception team
2 people

Event

Register guests
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Handle the introduction
Give product presentation
2 people
Give product demonstration
3 people
Answer questions from the audience
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Staff product stands
4 people
Collect contact details
2 people
Receive press and relations
2 people
Take photos
Host the networking drinks reception
3 people
Answer final product questions
2 people
Hand out farewell gifts and thank-yous
2 people
See guests out
2 people

Aftercare

Pack products safely
3 people
Switch off the equipment
2 people
Take down the decorations
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return materials
2 people
Return rental items
2 people
Send a follow-up email to visitors

What to bring

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

Furniture

Reception desk
High tablesqty 8
Low tablesqty 10
Chairsqty 80
Product tablesqty 6
Presentation table
Stoolsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving traysqty 10
Pitchersqty 8
Serving spoonsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickerqty 2
Mobile product standsqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 4

Decorations

Company flagsqty 4
Roll-up bannersqty 4
Tableclothsqty 14
Flower arrangementsqty 6
Wayfinding signsqty 8
Balloon bouquetsqty 6
Tapeqty 6
Cable tiesqty 50

Catering

Coolersqty 4
Drink cratesqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Champagne coolersqty 2
Press kitsqty 40
Notepadsqty 80
Ballpoint pensqty 80
Name badgesqty 100
Lanyardsqty 100
Goodie bagsqty 80
Gift vouchersqty 80
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Washing-up tubsqty 3
Hand soap dispensersqty 4
Towel rollsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Frying pansqty 2
Aluminum foilqty 2
Cling filmqty 2
Paper towel rollsqty 8

Tips

Set the programme and venue before sending invitations. Confirm the room layout, presentation area, reception desk, product tables, and available power at least four weeks before the event.
Close registration numbers and dietary requirements 7–10 days beforehand. Use the final count to confirm catering, drinks, plates, glasses, coffee service, and seating rather than estimating on the day.
Test the complete presentation setup at the venue, not just the laptop. Run the slides, product demo, projector, screen, HDMI cables and adapters, microphones, speakers, mixer, and clicker together at least one day before.
Prepare arrival materials before the hall opens. Print the attendance list and run sheet, sort name badges, and place press kits at the reception desk so guests are not waiting while the team searches for them.
Bring backup power and connection options. Pack extension cords, power strips, adapters, and charged power banks with the presentation equipment; these are easy to overlook and difficult to replace once guests have arrived.

Frequently asked questions

How far in advance should I organise a product presentation?: Start booking the venue, catering supplier, and presenters at least 6–8 weeks before the presentation. Send invitations once the date, programme outline, and location are confirmed, then close final numbers 7–10 days before the event.
When should I confirm catering numbers for a product presentation?: Confirm the final guest count and dietary requirements 7–10 days before the event. Recheck the number with the catering supplier 2–3 days beforehand, especially if late registrations are still being accepted.
When should I test the equipment for a product presentation?: Test the laptop, projector, screen, HDMI connections, microphones, speakers, mixer, and presentation clicker at least 24 hours before the presentation. Repeat a short sound and image check when the room is set up on the event day.
What should I prepare on the morning of a product presentation?: Allow at least 2–3 hours before guest arrival to open the hall, arrange tables and chairs, set up reception and presentation areas, chill drinks, place name badges, and check the demo products. Keep the printed run sheet and attendance list at the reception desk.

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