Promotional event checklist: what to arrange and when

A promotional event needs more than invitations and branded banners. You need a clear audience and programme, a workable layout, registration process, suppliers, catering, demonstrations, presentations, and tested equipment. Start with the programme and budget, then secure the venue and suppliers before publishing the event. In the final week, confirm dietary requirements, print visitor materials, brief volunteers, and test every presentation and demonstration.

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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

Confirm target group and program
2 people
Determine location and layout
2 people
Set the promotion budget
2 people
Select suppliers
2 people
Make reservations
Design invitations
2 people
Send invitations
Publish promotional posts
2 people
Open the registration form
Process registrations
Collect dietary requirements
Update visitor list
Send the program to visitors
Check promotional materials
2 people
Have printed materials made
Place catering order
Invite press and media
Brief volunteers
2 people
Collect presentations
Test demonstrations
2 people
Test the equipment
2 people
Prepare name badges
Print the visitor list
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Assemble promotional packs
3 people
Clean the venue
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up promotional walls
3 people
Set up products and demos
3 people
Hang decorations
2 people
Set up lighting
2 people
Connect sound equipment
2 people
Set up presentations
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Lay out name badges
Give the team briefing
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
4 people
Register sign-ups
2 people
Hand out name badges
2 people
Hand out promotional materials
3 people
Provide product demonstrations
3 people
Facilitate presentations
2 people
Answer visitors' questions
3 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Take social media photos
Record lead contact details
2 people
Guide prize winners
Say goodbye to visitors
3 people
See off the last visitors
2 people

Aftercare

Store promotional items securely
2 people
Sort catering leftovers
2 people
Collect tableware
3 people
Switch off equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
3 people
Check borrowed materials
2 people
Return borrowed materials
2 people
Store leftover materials
2 people
Send thank-you message
Schedule follow-up meetings with leads
2 people
Publish photos and posts
Archive registration details
Collect invoices and receipts
Process outstanding payments

What to bring

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

Furniture

Party tentqty 2
High tablesqty 8
Tablesqty 10
Chairsqty 80
Registration desk
Bar stoolsqty 8
Dressing tablesqty 2
Tableclothsqty 12
Clothes racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone standqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 6
Power banksqty 4
Presentation clickerqty 2
Cable tiesqty 2
Tapeqty 6

Decorations

Promotional wallqty 3
Roll-up bannersqty 4
Company logo bannersqty 4
Flagsqty 6
Balloon archesqty 2
Balloonsqty 150
Balloon pumpqty 2
Plantsqty 8
Directional signsqty 8
Menusqty 8
Prize table sign

Tableware

Reusable cupsqty 150
Wine glassesqty 100
Platesqty 150
Bowlsqty 30
Forksqty 150
Knivesqty 150
Spoonsqty 150
Coffee cupsqty 100
Serving traysqty 12
Pliersqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Serving plattersqty 12
Kitchen tongsqty 6
Thermos flasksqty 4

Catering

Groceries

Tips

Set the target audience, programme, location, layout, and promotion budget before ordering materials or publishing posts. This prevents you from promoting an event before you know how many people the space can hold.
Open registration as soon as the invitations and promotional posts are ready, then update the visitor list regularly. Collect dietary requirements at registration rather than trying to confirm them by phone a few days before the event.
Test the projector, screen, speakers, microphone, clicker, laptop, extension cords, and power strips at least 3 days before the event. Bring chargers, power banks, cable ties, and tape because presentation and cable problems are often discovered during setup.
Order catering only after checking the latest visitor list and dietary requirements. Confirm the order and delivery time 2 to 3 days before the event so changes do not arrive after the programme has started.
Finish printed materials, name badges, banners, registration-desk supplies, and the volunteer briefing at least 1 day before opening. Print the visitor list on the morning of the event if registrations can still change.

Frequently asked questions

How far in advance should I organise a promotional event?: Start planning at least 6 to 8 weeks before the event. Use the first 2 weeks to confirm the audience, programme, venue, layout, budget, and suppliers; publish promotion only after those basics are secured.
When should I send invitations for a promotional event?: Send the first invitations 3 to 4 weeks before the event, then publish reminder posts during the final 14 days. Close or review registrations 2 to 3 days before the event so catering and visitor materials match the latest numbers.
How many days before a promotional event should equipment be tested?: Test the laptop, projector, screen, speakers, microphone, clicker, and power connections at least 3 days beforehand. Test demonstrations separately and repeat a short equipment check on the event morning.
When should I order catering for a promotional event?: Place the catering order after checking registrations and dietary requirements, normally 3 to 5 days before the event. Confirm the final quantity, delivery time, and special diets 2 to 3 days beforehand.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.