Company tour checklist: what to arrange and when

A company tour needs more than a route and a few tour guides. You need to manage registrations, dietary requirements, reservations, visitor details, catering, signage and the reception setup without leaving everything until the last morning. This checklist gives you a practical order for preparing the tour, from inviting guests to testing the microphone and laying out name badges. It also covers the details people often forget, such as toilets, coat racks, power connections and chilled drinks.

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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

Send invitations
Process registrations
Collect dietary requirements
Create visitor list
Make reservations
Set the route
2 people
Assign tour guides
Brief guides
2 people
Order catering
Prepare name badges
Print programs
Print route signs
Do the shopping
2 people
Check the venue
2 people
Check toilets
Chill drinks
2 people
Prepare snacks
3 people
Set up the reception table
2 people
Set up tables and chairs
3 people
Lay out name badges
Put up route signs
2 people
Set up the presentation area
2 people
Test sound equipment
Set out coffee and tea
2 people
Brief the reception team
3 people

Event

Welcome visitors
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Give Welcome Presentation
Give safety instructions
Lead a tour
2 people
Keep the group together
2 people
Answer visitors' questions
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
2 people
Collect tableware
2 people
Say goodbye to visitors
2 people

Aftercare

Remove route signs
2 people
Put furniture back
3 people
Wash dishes
3 people
Collect waste
2 people
Clean rooms
3 people
Clear away equipment
2 people
Chill leftover catering
2 people
Check materials
2 people
Return rental items
2 people

What to bring

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

Furniture

Reception desk
Tablesqty 6
Chairsqty 24
Coat racksqty 2
Waste binsqty 4

Tableware

Glassesqty 60
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8

Decorations

Name badgesqty 30
Lanyardsqty 30
Route signsqty 10
Programsqty 30
Tableclothsqty 6

Cleaning

Washing-up tubsqty 2
Cleaning clothsqty 12
Hand broomsqty 2
Floor squeegeesqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the tour. Use the final list to confirm dietary requirements, print name badges and prepare the reception team’s visitor list.
Confirm the route and reservations at least 1 week ahead, then walk through the route before guests arrive. Check that route signs are visible and that toilets, reception and presentation areas are easy to find.
Assign tour guides before sending the final programme, with one guide for each group and a named backup. Brief them on the route, timings, visitor questions and what to do if a group falls behind.
Prepare catering around the guest count, including coffee, tea, water, snacks and chilled drinks. Set out coffee machines or kettles, cups, glasses, plates, cutlery and serving trays before reception opens so the first break does not create a queue.
Complete the room setup and equipment test on the day, preferably 60–90 minutes before arrival. Test the portable speaker, microphone, extension cords and power strips, and place the reception desk, tables, chairs, badges and programmes where guests can use them immediately.

Frequently asked questions

How far in advance should I organise a company tour?: Start planning at least 4 weeks before the tour, especially if you need reservations, catering or several guides. Close registrations about 7 days beforehand so you have time to finalise the visitor list, dietary requirements and name badges.
How many tour guides do I need for a company tour?: Plan one guide for each tour group and add at least one backup for a larger or multi-route visit. Keep groups small enough that everyone can hear the guide and move safely through the route.
When should I prepare the catering for a company tour?: Confirm the catering order 5–7 days before the tour, after registrations and dietary requirements are known. On the day, chill drinks and prepare snacks before guests arrive; set out coffee and tea equipment at least 30 minutes before the first break.
How early should I set up the company tour venue?: Arrive 90 minutes before the first guests if you need to arrange furniture, signage, reception materials and catering. Reserve the final 30 minutes for testing sound equipment, checking power connections and briefing the reception team.

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