Roadshow checklist: what to arrange and when

A roadshow involves more moving parts than a standard presentation: visitors register, equipment travels between locations, and the setup has to work as soon as the doors open. Start by fixing the audience, programme, venue and date, then work towards invitations, demonstrations and logistics. This checklist covers the planning sequence, including technical testing, deliveries, catering, parking and final setup. Use it to see what is easy to overlook before the roadshow team arrives.

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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
Confirm location and date
Make reservations
Check permits and regulations
Create a venue map
Check power outlets and Wi-Fi
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Create presentation and demonstration
2 people
Check promotional materials
2 people
Check logos and branding
Make badges and registration forms
2 people
Confirm deliveries and access
Order catering
Run a technical test
2 people
Check the route and parking
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Label the materials
2 people
Load transport
3 people
Open venue
2 people
Receive deliveries
2 people
Clear the loading and unloading area
2 people
Set up tables and chairs
4 people
Set up the promo booth
2 people
Set up the presentation screen
2 people
Connect sound equipment
2 people
Set up stands and banners
3 people
Connect lighting
2 people
Set up the registration point
2 people
Set up demonstration materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up catering point
2 people
Conduct a safety check
2 people
Hold team briefing
6 people

Event

Staff registration
2 people
Welcome visitors
2 people
Hand out promotional materials
2 people
Give demonstrations
3 people
Lead presentations
2 people
Answer visitors' questions
3 people
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
2 people
Keep the Catering Point Clean
Empty trash bins
Guide visitor flow
2 people
Collect contact details
2 people
Lead the final presentation round
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Gather promotional materials
3 people
Clean up catering
2 people
Wash dishes
2 people
Sort and remove waste
2 people
Take down tables and chairs
4 people
Clean the venue
3 people
Pack materials back up
3 people
Unload transport
3 people
Check materials
2 people
Return borrowed items
2 people
Send a follow-up email to visitors

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 60
Promotional counterqty 2
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Laptopqty 2
Presentation screen
Projector
Wireless microphonesqty 2
Portable speakerqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
USB sticksqty 3
Barcode scannerqty 2
Mobile hotspot
Dollyqty 2

Decorations

Roll-up bannersqty 4
Flagsqty 6
Tableclothsqty 10
Backdropqty 2
Wayfinding signsqty 8
Pen holdersqty 6

Lighting

LED work lightsqty 4
Mood lightingqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice binsqty 4
Serving tongsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Tea towelsqty 12

Catering

Groceries

Registration

Name badgesqty 100
Lanyardsqty 100
Registration formsqty 120
Clipboardsqty 6
Ballpoint pensqty 30

Promotion

Brochuresqty 300
Flyersqty 500
Giveawaysqty 250
Tote bagsqty 150
Business cardsqty 300
Stickersqty 300
Product samplesqty 200
Brochure holdersqty 8
Price listsqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12
Cleaning glovesqty 6

Safety

Cable matsqty 8
Bollardsqty 8
Barrier tapeqty 4
Flashlightsqty 4

Office

Tapeqty 8
Scissorsqty 6
Cutting knifeqty 3
Staplerqty 3
Tapeqty 6
Label printer
Storage boxesqty 12
Document foldersqty 12
PowerPoint remoteqty 2

Tips

Plan the venue layout at least two weeks before the event. Mark registration, seating, presentation equipment, demonstrations, catering, storage and visitor routes on one map.
Run a complete technical test no later than one day before opening. Test the laptop, screen or projector, HDMI cables, microphones, speaker, power strips, Wi-Fi and mobile hotspot rather than checking them separately.
Set a registration deadline and send visitor information at least five days before the roadshow. Include the address, parking or route details, arrival time, programme and any dietary information you still need.
Confirm delivery access and transport loading at least 48 hours ahead. Label materials by area, check that the dolly is available, and keep banners, badges, presentation items and demonstration materials together.
Check the weather forecast 24 hours before the roadshow and adjust the arrival plan, signage and equipment protection if needed. Open the venue early enough for furniture, lighting, branding, registration and catering to be checked before visitors arrive.

Frequently asked questions

How far in advance should I plan a roadshow?: Fix the audience, programme, venue and date at least 6 to 8 weeks ahead. Allow the final 2 weeks for registrations, visitor information, deliveries, technical checks and transport details.
When should roadshow invitations be sent?: Send the first invitation 4 to 6 weeks before the roadshow, then close or review registrations about 5 days before the event. Use that final list to confirm badges, seating, catering and dietary requirements.
When should I run the technical test for a roadshow?: Run a full test 24 hours before opening, and repeat the critical checks when the equipment is installed. Allow at least 60 minutes to test the presentation, projector or screen, microphones, speaker, connections and backup power.
How early should the venue open for a roadshow setup?: Allow at least 2 hours for a compact setup and 3 to 4 hours if furniture, branding, demonstrations and catering all arrive separately. The venue should be ready before the first visitors are due, not while registration is already underway.

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.