A product launch event has one primary objective: create a memorable, media-worthy moment that drives coverage, conversation, and commercial interest. Every element of the program — from the pre-reveal build-up to the hands-on demonstration period — needs to be carefully choreographed. This product launch run sheet template gives your marketing and events team a framework for the full day, ensuring your reveal moment lands with the maximum possible impact and your guests leave with a clear story to share.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 06:00 | Venue setup and brand installation begins | Event Staff | Main Hall |
| 07:00 | AV system build and LED screen setup | AV Team | Main Stage |
| 08:00 | Product display and demo station setup | Brand Team | Exhibition Area |
| 09:00 | Full AV rehearsal and presentation run-through | AV Team | Main Stage |
| 09:30 | Catering setup — arrival refreshments | Catering | Registration Area |
| 09:45 | Security briefing — media badge check | Security | Entrance |
| 10:00 | Media and press registration opens | Event Staff | Registration Desk |
| 10:30 | General guest registration opens | Event Staff | Registration Desk |
| 11:00 | Guests seated in main room | MC | Main Hall |
| 11:10 | MC welcome and brand introduction | MC | Main Stage |
| 11:20 | CEO keynote address | CEO | Main Stage |
| 11:45 | Product reveal moment | Brand Team | Main Stage |
| 11:55 | Live product demonstration | Brand Team | Main Stage |
| 12:15 | Q&A panel with product team | MC | Main Stage |
| 12:45 | Networking lunch and product demo stations open | Catering | Exhibition Area |
| 13:00 | Media interviews in designated press area | PR Team | Press Room |
| 14:30 | Event close and guest departure | Event Staff | Main Entrance |
Rehearse the reveal moment multiple times — including with lighting cues, music, and any physical prop or unveiling mechanics — until it is flawless.
Confirm all media and press attendees in advance and ensure their specific requirements (power, wi-fi, photo positions, press kits) are arranged.
Test all product demo units the day before the event and have backup units available in case of technical failure on the day.
Brief the CEO and all speakers thoroughly — timing matters enormously, and overrunning the reveal window undermines the entire program.
Designate a specific media zone with optimal camera positions established well in advance for the reveal moment.
A focused product launch typically runs two to three hours: 30 minutes for registration and pre-event mingling, 60–75 minutes for the formal program, and 45–60 minutes for hands-on demonstrations and networking afterward.
Build anticipation through your pre-reveal segment with music, video, and a live count-up to the reveal. The moment itself should be visually dramatic — whether through a physical unveiling, an LED screen moment, or a presenter walkout — and supported by full AV impact. Rehearse it until every beat is precise.
Yes, if the product has a news embargo, arrange a pre-briefing with key media representatives under embargo conditions. This gives them time to prepare their stories for publication at the designated embargo lift time, maximising coverage quality.
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