Company visit checklist: what to arrange and when

A company visit involves more than confirming a date and booking transport. You need a clear programme, accurate visitor details, a prepared tour, working presentation equipment and a smooth check-in. Start coordinating with the company several weeks ahead, then use the final week to confirm attendance, dietary requirements and travel details. On the day, allow time to set up the reception desk, registration materials, seating and refreshments before the first participants arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm visit date
Coordinate the program with the company
2 people
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Arrange transport
Coordinate visitor registration
Prepare the tour
2 people
Collect presentations
Compile student questions
Book catering
Make name badges
Send directions
Check participant list
Do the shopping
2 people
Test the equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up the presentation area
2 people
Set up reception desk
2 people
Prepare registration materials

Event

Participant check-in
3 people
Hand out name badges
2 people
Serve welcome coffee
2 people
Give safety instructions
Handle the company presentation
2 people
Lead a tour
3 people
Moderate the Q&A
2 people
Serve snacks
3 people
Refill drinks
2 people
Host the networking dinner
4 people
Serve dessert
2 people
Give a thank-you speech
Guide participants at departure
3 people

Aftercare

Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Clean the kitchen
3 people
Clean the presentation room
2 people
Inventory materials
Switch off the equipment
2 people
Return borrowed materials
Send thank-you message
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Reception desk
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Dinner platesqty 50
Dessert platesqty 50
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4

Communication

Name badgesqty 50
Presentation foldersqty 45
Pensqty 50
Notepadsqty 45
Direction signsqty 8

Decorations

Table runnersqty 8
Flower arrangementsqty 4

Cleaning

Waste binsqty 6
Litter pickersqty 2
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Safety

Safety vestsqty 5
Visitor helmetsqty 45

Catering

Groceries

Tips

Confirm the programme with the company at least two weeks before the visit. Include arrival time, registration, presentations, the tour, breaks and departure so every host knows their part.
Close registrations several days before the visit and check the participant list against transport bookings and visitor registration. Print name badges and keep a small number of blank ones for late changes.
Collect dietary requirements when participants register, then pass the final numbers to catering no later than three working days before the visit. Keep snacks and drinks ready for the arrival period, not only for the main break.
Test the laptop, projector, projection screen, HDMI cables, extension cords and power strips on site at least one day before the visit. Bring a backup copy of every presentation and check that the presentation area can be seen from the back row.
Set up the reception desk, direction signs, coat racks, tables and chairs before check-in starts. Put registration materials, pens, notepads and name badges in one clearly labelled place so arrivals take less than two minutes each.

Frequently asked questions

How far in advance should I organise a company visit?: Confirm the date and programme at least four weeks ahead, especially if transport, catering or a guided tour is involved. Finalise attendance, dietary requirements and visitor details during the last week.
What should be included in a company visit programme?: Schedule arrival and check-in, introductions, presentations, the company tour, questions, refreshments and departure. Give each section a start and end time, and add at least 10 minutes between major parts for movement and delays.
When should I collect dietary requirements for a company visit?: Ask for dietary requirements when sending invitations or opening registrations. Send the final list and headcount to the caterer at least three working days before the visit.
How early should equipment be tested before a company visit?: Test the laptop, projector, screen, cables and power supply at least one day before the visit. On the day itself, switch everything on 30 to 45 minutes before the first presentation.

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.