Company visit checklist and planning guide

A company visit has more moving parts than a meeting: visitors need clear route details, hosts need a confirmed programme, and the room must work for presentations, catering and dinner. Start with the participant list and registrations, then confirm dietary requirements, timings and responsibilities. In the final week, check the rooms, test the projector and cables, prepare badges and programmes, and brief the guides. This checklist keeps the practical work in sequence so small details do not delay the visit.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Reserve meeting room
Confirm the company program
2 people
Send route information
Brief guides
2 people
Prepare safety rules
Determine the dinner seating plan
2 people
Make a shopping list
Collect presentations
Prepare name badges
Print programs
Remind participants
Do the shopping
2 people
Check rooms
2 people
Clean rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Hang up signage
2 people
Test presentation equipment
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare the buffet
3 people

Event

Welcome guests
2 people
Register attendance
2 people
Hand out name badges
Handle the company presentation
2 people
Lead a tour
4 people
Moderate the Q&A
2 people
Serve dinner buffet
4 people
Refill drinks
2 people
Facilitate the networking session
2 people
See off guests
2 people

Aftercare

Dismantle materials
3 people
Wash dishes
3 people
Clean rooms
3 people
Collect waste
2 people
Store equipment safely
2 people
Check stock
Put materials back
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Coat racksqty 2
Reception desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 2
Power stripsqty 4
Presentation clicker
Portable speaker
Coolersqty 2

Tableware

Dinner platesqty 40
Dessert platesqty 40
Soup bowlsqty 40
Drinking glassesqty 50
Coffee cupsqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving utensilsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3

Office

Name badge holdersqty 36
Notepadsqty 36
Ballpoint pensqty 40
Program bookletsqty 36
Clipboardsqty 2

Decorations

Direction signsqty 8
Table numbersqty 6
Flower vasesqty 6

Cleaning

Dishpanqty 2
Cleaning bucketsqty 2
Broom
Mopqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Close registrations at least 7 days before the visit so you have a reliable headcount for badges, seating, plates, glasses and dietary requirements.
Send route information and arrival instructions at least 3 working days ahead. Include where visitors report to the reception desk and who will meet them.
Test the laptop, projector, screen, HDMI cables, clicker and portable speaker in the actual room 1 day before the visit, not just at your desk.
Prepare name badges, programme booklets, notepads and pens the day before. Keep a few blank badges available for late changes or unexpected guests.
Set up the coffee station, chilled drinks, tables, chairs, signage and waste bins before the first arrival. Leave at least 30 minutes for a final room and equipment check.

Frequently asked questions

How far in advance should I organise a company visit?: Start planning 4 to 6 weeks ahead, especially if the visit includes a dinner, several guides or a fixed company programme. Finalise registrations and dietary requirements about 7 days before the visit.
When should I send invitations for a company visit?: Send invitations 3 to 4 weeks before the visit and set a registration deadline about 7 days before it. Send a reminder with route information and arrival time 2 to 3 working days beforehand.
What equipment do I need for presentations during a company visit?: Check the laptop, projector, projection screen, HDMI cables, extension cords, power strips and presentation clicker. Test the complete setup in the meeting room at least 1 day before the event.
When should I prepare the room for a company visit?: Complete the main setup on the day before the visit where possible, including tables, chairs, reception desk, signage and presentation equipment. Allow 30 minutes on the day itself for cleaning, coffee, drinks and a final safety check.

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.