What you need for a company tour

A company tour needs more than coffee and a route. You will need a clear reception setup, visitor materials, refreshments, presentation equipment and signs that keep groups moving safely between tour stops. Use the plan below as your complete checklist, then confirm quantities against the number of registered visitors and guides. Order catering and technical equipment early, and leave time to chill drinks, test presentations and prepare name badges before guests arrive.

Organize this event for free with Lizzt

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
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Dry white wine - 8 bottles
- Dry red wine - 5 bottles
- Rosé - 3 bottles
- Sparkling wine - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 80 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Smoked chicken breast - 1 kilo
- Grilled vegetables - 3 kilo
- Tomatoes - 2 kilos
- Cucumbers - 8 pieces
- Arugula - 6 bags
- Mixed salad - 4 kilos
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Falafel - 2 kilos
- Chicken skewers - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 2 kilos
- Olives - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini brownies - 60 pieces
- Cookies - 6 packs
- Ice cubes - 10 kilos
- Lemons - 2 kilos
- Fresh mint - 4 bunches
- Paper napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 100 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Sandwich bags - 100 pieces
- Trash bags - 50 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Prepare one name badge for every registered visitor, plus extras for late additions. Sort them alphabetically at the reception desk so check-in does not become a bottleneck.
Plan coffee, water and other drinks for the full visit rather than only the welcome. As a starting point, allow two to three drinks per person during the first hour, then adjust for the tour length.
Test the projector, screen, laptop, microphones and speakers together at least one working day before the tour. Check every extension cord and power strip at the actual presentation location.
Print safety instructions and place route signs before the first guest arrives. Walk the route once with a guide to confirm that arrows are visible at every turn and that restricted areas are clearly identified.
Reserve catering and confirm dietary requirements no later than one week before the tour when possible. Keep a final visitor count and the dietary list at reception so the host can handle changes immediately.

Frequently asked questions

What should I buy for a company tour?: You need visitor materials, catering and tableware, reception and signage supplies, furniture, and presentation equipment. The checklist includes items such as name badges, coffee cups, water glasses, plates, cutlery, serving items, a projector, microphones, speakers, extension cords and route signs.
How many name badges do I need for a company tour?: Prepare one badge per registered visitor and add at least 5 to 10 percent spare badges. Keep a few blank badges at reception for late registrations, replacements and unexpected visitors.
How far in advance should I order company tour catering?: Place the catering order at least one week before the tour, then confirm the final headcount and dietary requirements two to three working days beforehand. Add drinks and serving equipment to the same confirmation so nothing is missed.
When should I test the equipment for a company tour?: Test the projector, screen, laptop, microphones and speakers at least one working day before the event. Repeat a short sound and presentation check on the day itself, before visitors enter the presentation room.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.