Company tour checklist: what to arrange and when

A company tour needs more than a route and a welcome at reception. You need to coordinate tour stops, visitor registrations, dietary requirements, guides, safety information and the equipment used during presentations. Start with the date and programme, then confirm the route and capacity before invitations go out. In the final week, focus on the visitor list, name badges, catering, room setup and a full equipment test so the tour can run without last-minute interruptions.

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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
Identify safety risks
2 people
Reserve tour stops
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Send parking information
Create visitor list
Prepare name badges
2 people
Assign tour guides
Assign host and reception
Place catering order
Check presentation and videos
2 people
Test the equipment
2 people
Print safety instructions
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Clean rooms
2 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Lay out name badges
Place arrows and route signs
2 people
Set up break areas
2 people
Set up the presentation area
2 people
Lay out safety materials
2 people
Set out catering and tableware
3 people
Give the guide briefing
3 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Serve coffee and tea
2 people
Give Welcome Presentation
2 people
Organize visitor groups
2 people
Guide tours
4 people
Explain the safety instructions
4 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
2 people
Moderate the Q&A
2 people
Host the networking drinks reception
3 people
Collect tableware
2 people
Empty trash bins
2 people
See off guests and manage departure
2 people

Aftercare

Store leftovers safely
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean rooms
3 people
Remove route signs
2 people
Dismantle the technical setup
2 people
Dispose of waste separately
2 people
Return materials
2 people
Distribute leftover catering
Archive visitor data
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 2
Serving plattersqty 6
Measuring cupsqty 2

Decorations

Name badgesqty 50
Table runnersqty 8
Flower arrangementsqty 4
Route signsqty 12
Arrow stickersqty 24
Name badge holdersqty 6

Safety

Safety gogglesqty 50
Safety vestsqty 50
Ear defendersqty 20
Visitor badgesqty 50

Cleaning

Waste binsqty 6
Trash bag holdersqty 6

Catering

Groceries

Tips

Confirm the route and tour stops before sending invitations. Include realistic walking time between stops and check each area for safety risks, restricted access and suitable visitor capacity.
Close registrations several days before the tour and use the final list to prepare name badges, assign guides and give reception an accurate visitor list. Send parking information at least 3 days in advance.
Order catering only after collecting dietary requirements. Plan drinks for the arrival period and keep chilled drinks in coolers; coffee machines, kettles and thermos flasks should be ready before the first visitors arrive.
Test the laptop, projector, projection screen, microphones, speakers, extension cords and power strips at least 1 day before the tour. Run the actual presentation and videos rather than checking that the equipment merely switches on.
Set up reception, tables, chairs, coat racks, route arrows and safety instructions before doors open. Lay out badges in visitor order and keep presentation materials, serving platters and cutlery together so staff are not searching during arrivals.

Frequently asked questions

How far in advance should I send company tour invitations?: Send invitations 3 to 4 weeks before the tour if possible. Set a registration deadline about 7 days before the event so you have time to confirm dietary requirements, prepare the visitor list and print name badges.
When should I confirm the company tour route?: Confirm the route and reserve every tour stop at least 2 weeks in advance. Recheck access, safety risks and walking times 1 to 2 days before the tour, especially if visitors will enter working areas.
How early should I test equipment for a company tour?: Complete a full test at least 1 day before the tour, including the laptop, videos, projector, microphones and speakers. Do a short check again 30 minutes before arrival to catch disconnected cables or power issues.
How much catering do I need for a company tour?: For a short arrival period, plan about 2 to 3 drinks per person for the first hour, including water, coffee or tea. Confirm the final headcount 3 to 5 days before the tour and add a small buffer for late registrations.

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