Company visit checklist from planning to welcome

A company visit runs smoothly when visitors always know where to go, who is guiding them and what happens next. Start with the date, program and route, then confirm registrations, dietary requirements, speakers and guides. In the final days, check presentations, signage, room layouts and technical equipment. On the day itself, allow time to receive catering, chill drinks, set up reception and test everything before the first visitor arrives.

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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 visitor route and spaces
2 people
Draft invitation
Send invitations
Process registrations
Collect dietary requirements
Assign tour guides
2 people
Confirm speakers and presentations
Order catering
Prepare name badges
2 people
Print the visitor list
Check presentations
2 people
Prepare signage
Receive catering and materials
2 people
Clean rooms
2 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up the presentation area
2 people
Brief the tour guides
3 people
Prepare snacks
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Test the equipment
2 people
Conduct a safety check
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Give the company presentation
2 people
Guide tours
4 people
Answer visitors' questions
3 people
Set up the drinks buffet
3 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Replenish the buffet and tables
2 people
Facilitate networking conversations
2 people
See off guests and manage departure
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean up the rooms
3 people
Switch off equipment
Clean rooms
2 people
Check materials
2 people
Return borrowed materials
2 people
Send visitor thank-you gifts

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 60
Buffet tablesqty 4
Coat racksqty 2

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Knivesqty 80
Teaspoonsqty 60
Serving utensilsqty 12

Equipment

Laptop
Projector
Projection screen
Microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Pitchersqty 6
Thermos flasksqty 4
Ice spoonsqty 2

Decorations

Name badgesqty 60
Tableclothsqty 12
Flower arrangementsqty 6
Signage boardsqty 8

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning clothsqty 12
Bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the visitor route before sending invitations. List every room visitors will enter, then use signage and a brief guide for each transition so groups do not block reception or production areas.
Close registration and dietary requirements early enough to order catering accurately. A practical deadline is 5–7 days before the visit; print the final visitor list and prepare name badges after that cutoff.
Test the laptop, projector, screen, microphone and speakers in the actual presentation area at least 60 minutes before arrival. Check extension cords and power strips at the same time, rather than discovering a missing connection during the presentation.
Set up reception before catering arrives. Keep the visitor list, name badges and program together at the desk, and prepare coat racks, tables and chairs so the first check-in does not compete with room setup.
Brief tour guides on the route, timing, safety points and likely questions before visitors arrive. Keep drinks cold and coffee, tea, cups, glasses, plates and serving utensils ready, but delay opening food until the welcome area is staffed.

Frequently asked questions

How far in advance should I plan a company visit?: Set the date and outline the program at least 3–4 weeks ahead when several speakers, rooms or visitor groups are involved. Send invitations once the route, timing and key presenters are confirmed.
When should I collect dietary requirements for a company visit?: Ask for dietary requirements when registrations open and set a response deadline 5–7 days before the visit. Give the final numbers to catering immediately after registration closes.
How early should staff arrive for a company visit?: Have the setup team arrive at least 90 minutes before visitors. The presentation equipment should be tested 60 minutes beforehand, while reception, signage, drinks and room layouts are checked before that.
How many tour guides do I need for a company visit?: Assign at least one guide to each visitor group and avoid groups larger than about 10–15 people when the route includes several rooms. Add a backup guide if the schedule has parallel tours or a tight transition between presentations.

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.