Care facility tour checklist

A care facility tour needs more than a confirmed date and a guided walk. You need a clear, accessible route, visitor privacy rules, consent for photos, and a registration process that captures dietary requirements. Plan the tour in stages: secure the route and safe visitor areas first, then organize groups and guides, and finish with catering, signs, technology and room setup. This checklist helps you see what needs arranging before visitors arrive.

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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 date and time
Set the tour route
2 people
Check accessible route
2 people
Select safe visitor areas
2 people
Set visitor privacy rules
Prepare photo consent
Send invitations
2 people
Process registrations
Collect dietary requirements
Keep the attendance list
Organize visitor groups
2 people
Assign tour guides
Brief guides
3 people
Inform residents and staff
2 people
Make reservations
Order catering
Prepare name badges
2 people
Print information leaflets
Print direction signs
Test technology and presentation
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue and entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Put up route signs
2 people
Lay out brochures and name badges
2 people
Set out coffee and tea
2 people
Set up the buffet
3 people

Event

Welcome tour guides
2 people
Register visitors
3 people
Welcome visitors
2 people
Guide visitor groups
6 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Serve dinner
4 people
Keep tableware and tables tidy
2 people
Supervise the final tour
3 people
Wave goodbye to visitors
2 people

Aftercare

Chill leftover catering
2 people
Remove decorations and route signs
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean rooms
3 people
Return materials
2 people
Return rental items
2 people
Put found items away

What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Reception desk
Coat racksqty 2

Tableware

Coffee cupsqty 36
Glassesqty 48
Platesqty 48
Cutlery setsqty 48
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 4

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Microphone

Decorations

Name badgesqty 40
Information leafletsqty 40
Route signsqty 8
Pensqty 12
Tableclothsqty 5

Cleaning

Cleaning bucketqty 2
Mop headsqty 2
Hand broomsqty 2
Reusable clothsqty 12

Catering

Groceries

Tips

Confirm the route early and walk it yourself, including the entrance, accessible route and visitor areas. Allow time for lifts, narrow corridors and any doors that need staff access.
Set a registration deadline before sending invitations, then use the attendance list to divide visitors into manageable groups. Record dietary requirements at the same time rather than chasing them on the tour day.
Brief guides on the route, timing, resident privacy rules and what visitors may photograph. Inform residents and staff in advance so the tour does not interrupt care routines.
Prepare name badges, information leaflets and route signs before the event day. Keep spare pens available at reception and place signs where visitors might otherwise hesitate.
Test the laptop, projector, screen, microphone, extension cords and power strips before guests arrive. Set up tables, chairs and the reception desk first, then chill drinks and prepare snacks close to the start time.

Frequently asked questions

How far in advance should I plan a care facility tour?: Start planning at least 4 weeks before the tour. Confirm the date, route, privacy arrangements and visitor capacity first, then send invitations and set a registration deadline.
How do I organize visitors into tour groups?: Use the final attendance list to create groups based on the route and guide capacity, usually 8 to 12 visitors per group. Assign each group a guide and a clear starting time or meeting point.
What should I include in a care facility tour registration form?: Ask for the visitor’s name, contact details, accessibility needs and dietary requirements. Close registrations 5 to 7 days before the tour so you can order catering and prepare badges accurately.
When should I prepare catering for a care facility tour?: Order catering after registrations close, normally 5 to 7 days before the event. Chill drinks and prepare snacks shortly before arrival, while checking that you have enough cups, glasses, plates and serving utensils.

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