What you need for a product presentation

A product presentation needs more than the product and a slide deck. You need a working presentation setup, a clear reception point, display tables and enough glassware and serving items for the guest count. This shopping list covers the practical supplies for demonstrations, refreshments and registration. Check cables, adapters, power and printed materials before the event day; these are the items most often discovered too late.

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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
- Coffee beans - 4 kilos
- Decaffeinated coffee - 1 kilo
- Assorted tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 200 pieces
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Ice tea - 24 bottles
- Orange juice - 12 cartons
- Apple juice - 8 cartons
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Prosecco - 8 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted nuts - 6 bags
- Olives - 6 jars
- Mixed cheese cubes - 6 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Mini wraps - 200 pieces
- Mini quiches - 200 pieces
- Vegetarian mini wraps - 80 pieces
- Vegan vegetable balls - 80 pieces
- Hummus - 2 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Baguettes - 20 pieces
- Cream cheese - 2 kilo
- Herb butter - 2 kilo
- Mini brownies - 120 pieces
- Mini muffins - 120 pieces
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Disposable water cups - 200 pieces
- Disposable coffee cups - 150 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Trash bags - 60 pieces
- Toilet paper - 48 rolls
- Hand sanitizer - 6 bottles
- Nitrile gloves - 200 pieces
- Food storage containers - 20 pieces
- Aluminium trays - 30 pieces
- Ice cubes - 30 kilo

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

Plan one reception desk with the attendance list, name badges and press kits ready before guests arrive. Bring at least 10% extra badges and printed packs if the final attendance number may change.
For a one-hour presentation, allow two to three drinks per guest, then add one extra serving per person for every additional hour. Chill drinks before setup and keep water available throughout the programme.
Match tableware to the confirmed catering numbers: one plate and pastry fork per guest, plus roughly 10% extra. Include coffee cups, spoons, water glasses, wine glasses and serving platters only where they fit the menu.
Test the laptop, projector, screen, HDMI cables, adapters, microphones, speakers and mixer together at the venue at least 2 hours before guests arrive. Pack a spare HDMI adapter and keep extension cords and power strips accessible.
Set aside a dedicated product demonstration kit rather than mixing it with catering supplies. Check every demo product, presentation file and clicker the day before, and bring power banks for equipment that may need charging during the event.

Frequently asked questions

What should I buy for a product presentation?: Prepare presentation equipment, product display tables, reception supplies, tableware, drinks and catering service items. For the technical setup, allow a laptop, projector, screen, HDMI cables and adapters, microphones, speakers, a mixer, power strips and extension cords.
How many drinks do I need for a product presentation?: Plan two to three drinks per guest for the first hour, including water, and add one extra drink per guest for each additional hour. Buy around 10% extra when attendance is not final or when the event includes networking after the presentation.
How much tableware do I need for a product launch presentation?: Use the confirmed catering count as your base and add about 10% extra plates, pastry forks, coffee cups, spoons and glasses. Include serving platters, pitchers and serving spoons according to the food and drinks being served.
When should I check the presentation equipment?: Test the complete setup at the venue at least 2 hours before guests arrive, not just the laptop beforehand. Check the projector, screen, cables, adapters, microphones, speakers, mixer and power supply with the actual presentation file.

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