Campus tour checklist: what to arrange and when

A campus tour runs smoothly when the visitor flow is decided before invitations go out. Set the date, build a route with realistic walking and presentation times, and reserve every room before assigning groups. Registration details also need early attention: confirmations, dietary requirements, visitor questions, parking and accessibility information. In the final week, check the forecast, equipment, signs and participant list so guides are not solving preventable problems at the reception desk.

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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

Set the date and program
2 people
Determine the tour route
2 people
Reserve halls and rooms
Select tour guides
2 people
Brief guides
3 people
Send invitations
2 people
Process registrations
2 people
Send registration confirmations
Collect dietary requirements
Collect Visitor Questions
2 people
Send parking information
Check accessibility
2 people
Check the weather forecast
Create final participant list
2 people
Assign groups and time slots
2 people
Prepare name badges
2 people
Print the program
Print route signs
Check presentations
2 people
Test the equipment
2 people
Pick up catering
2 people
Chill drinks
2 people
Set up information tables
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Sort name tags
2 people
Place route signs
3 people
Display information materials
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Check the presentation area
2 people
Welcome tour guides
2 people

Event

Have tour guides sign up
2 people
Register visitors
4 people
Hand out name badges
3 people
Explain the program
Deliver welcome presentation
2 people
Guide groups to departure points
5 people
Lead the first tour
5 people
Lead the second tour
5 people
Demonstrate facilities
4 people
Answer questions at information stands
6 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Facilitate the student panel
3 people
Present the evening program
Host the informal drinks reception
4 people
Check toilets
2 people
Empty trash bins
2 people
Answer final questions
2 people
See visitors out
3 people

Aftercare

Collect information materials
2 people
Clean up catering
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Collect waste
3 people
Clean rooms
4 people
Remove directional signs
2 people
Gather borrowed materials
2 people
Return materials
2 people
Clear away leftover catering
2 people
Register lost and found items
Send thank-you message
Send additional information
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Information desksqty 6
High tablesqty 8

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Scissorsqty 4
Cutting boardsqty 3
Bread knivesqty 3

Catering

Coolersqty 4
Drink dispensersqty 3
Serving tongsqty 8
Small bowlsqty 12
Bread basketsqty 6
Groceries

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Info panelsqty 8
Clipboardsqty 8
Name badge holdersqty 120
Holders for route signsqty 12

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 10
Vacuum cleaner
Mop setqty 2
Cleaning cart
Hand broomsqty 3
Toilet brushesqty 3

Tips

Set the route and timetable before opening registration. Allow at least 10–15 minutes between room changes for walking, questions and late arrivals, then assign groups to clear time slots.
Confirm rooms and equipment together, not separately. Test the laptop, projector, screen, wireless microphone, speakers and extension cords in the actual rooms at least one working day before the tour.
Close registration early enough to build the final participant list. Send confirmations with the meeting point, parking instructions, accessibility details and a deadline for dietary requirements and visitor questions.
Prepare one information pack per group plus a small spare set. Print the programme, route signs and name badges before the event day, and keep extra badges and pens at the reception desk.
Use the final 24 hours for practical checks rather than planning. Recheck the weather, chill drinks, collect catering, charge power banks and confirm that tables, chairs and information desks are placed before guides arrive.

Frequently asked questions

How far in advance should I organise a campus tour?: Start planning at least 6–8 weeks ahead, especially if several halls or rooms need to be reserved. Select guides and confirm the route before sending invitations.
How much time should I allow for a campus tour?: Allow 90–120 minutes for a standard tour, including room visits, presentations and questions. Add 10–15 minutes between locations when groups need to walk across campus.
When should I send campus tour registration confirmations?: Send an automatic confirmation immediately after registration, then send the final practical information 3–5 days before the tour. Include the time slot, meeting point, parking, accessibility and what visitors should expect.
What should I check the day before a campus tour?: Check the final participant list, group assignments, name badges, printed programmes, route signs and room access. Test all presentation equipment, review the weather forecast and confirm catering and drinks before the setup begins.

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