Company tour shopping list

A company tour needs more than coffee and a welcome desk. You will need clear route signs, visitor badges, printed programs, drinks, snacks and equipment for the presentation area. Plan quantities from your confirmed visitor list, then add a small buffer for late registrations and extra cups. This list also covers the items that are easy to arrange too late, such as extension cords, coat racks, waste bins and cleaning supplies.

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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
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Beer - 48 bottles
- Alcohol-free lager - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Mixed nuts - 2 kilos
- Olives - 2 jars
- Grapes - 3 kilos
- Apples - 30 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Brie - 1.5 kilos
- Young cheese - 1,5 kilo
- Pesto - 2 jars
- Baguettes - 8 pieces
- Crackers - 6 packs
- Wraps - 30 pieces
- Chicken breast topping - 1 kilo
- Smoked salmon - 750 grams
- Vegetarian falafel - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 150 pieces
- Paper cups - 50 pieces
- Cocktail sticks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles

Tips

Prepare one name badge and lanyard for every visitor, guide and reception team member, plus 5–10% extra for last-minute changes or damaged badges. Keep the badges at the reception desk in alphabetical order.
For the first hour, allow two to three drinks per person, including coffee, tea and water. Chill bottled or canned drinks several hours before arrival and keep extra water in jugs for the presentation area.
Order catering against the final registration list and add 5–10% extra portions. Confirm dietary requirements no later than 3–5 days before the tour so suitable snacks and meal options are included.
Pack route signs, programs and spare printing supplies at least one day ahead. Bring enough signs for every turn on the route, and keep one printed visitor list and route copy at reception.
Test the portable speaker, microphone, coffee machines, kettles and presentation setup before guests arrive. Take extension cords and power strips, and check that each device has a safe power point without cables crossing walkways.

Frequently asked questions

What should I buy for a company tour?: Prepare drinks, coffee and tea supplies, snacks or catering, glasses, cups, plates, cutlery and serving trays. You also need name badges, lanyards, printed programs, route signs, tables, chairs, coat racks, waste bins and presentation equipment.
How many drinks do I need for a company tour?: Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water, coffee and tea, and add 5–10% extra for unexpected visitors or spillage.
How many name badges should I prepare?: Make one badge for every registered visitor, guide and reception team member. Prepare 5–10% extra, or at least five spare badges for a small group, so late registrations do not delay check-in.
When should I order catering for a company tour?: Place the order at least 3–5 days before the tour, using the latest registration numbers. Confirm dietary requirements by the same deadline and add 5–10% extra portions if attendance may change.

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