What you need for a roadshow

A roadshow needs more than a laptop and a presentation. You may be setting up registration, demonstrations, branding, visitor flow and refreshments in the same venue, often with limited power and loading time. Use the plan’s shopping list to gather equipment, furniture, lighting and tableware before the event. Check every item at least one day before loading, especially cables, power supplies, badges and backup presentation files.

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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
- Coffee - 3 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 12 bags
- Mini water bottles - 72 pieces
- Mini currant buns - 60 pieces
- Mini croissants - 60 pieces
- Mini rolls - 80 pieces
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Butter - 1 kilo
- Lettuce - 6 heads
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 60 pieces
- Cookies - 8 packs
- Dark chocolate - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 6 bottles
- Paper towels - 6 packs
- Nitrile gloves - 4 boxes
- Baking paper - 2 rolls

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

Pack at least one HDMI cable, one power strip and one extension cord for each presentation or demonstration point, then bring one spare of each type. Test the full laptop, projector, screen and microphone setup before leaving.
Plan seating and display furniture from the visitor flow: use folding chairs for presentations, tables for registration and demonstrations, and a promotional counter where visitors first arrive. Measure doorways and bring a dolly if heavy items must travel from the unloading point.
Prepare registration materials in separate, labelled boxes. Keep badges, forms, pen holders and the barcode scanner together so registration can start immediately instead of searching through general equipment.
Bring a mobile hotspot and power banks as a backup for venue Wi-Fi and charging. Charge all devices the night before and store USB sticks with the presentation files in a separate, easy-to-reach pouch.
Pack serving items based on your expected attendance, then add roughly 10% extra reusable glasses, coffee cups, plates and cutlery. Bring tablecloths, wayfinding signs and LED work lights if the venue has bare tables or poorly lit access areas.

Frequently asked questions

What equipment do I need for a roadshow presentation?: Bring a laptop, presentation screen, projector, wireless microphones, portable speaker, HDMI cables, extension cords and power strips. Add a USB stick with the presentation and allow at least one complete technical test before the event.
How many power supplies should I pack for a roadshow?: Pack at least one extension cord and one power strip for every active setup area, plus one spare of each. Take power banks for mobile devices and confirm the venue’s available outlets before loading.
How much tableware do I need for a roadshow?: Plan one reusable drinking glass, coffee cup, plate and cutlery set per expected visitor, then add about 10% extra. For 100 visitors, that means approximately 110 of each item if everyone may use the refreshment area.
What should I prepare for roadshow registration?: Keep badges, registration forms, pen holders and a barcode scanner together in one labelled box. Prepare the registration materials at least one day before the roadshow and test the scanner with the registration data.

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