LizztLIZZT
enLanguage — English

Factory tour checklist: what to arrange and when

A factory tour needs more than a confirmed booking. You need a complete participant list, clear arrival instructions, transport arrangements and safety information before the visit. This checklist helps you work from the first reservation through registration, catering and the reception setup. It also covers details that are easy to leave too late, such as dietary requirements, accessibility, protective equipment and printed visitor information.

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

  • Book a factory tour

  • Confirm the tour and times

  • Create participant list

  • Send invitations

  • Process registrations

  • Collect dietary requirements

  • Check contact details

  • Send directions

  • Confirm transport arrangements

  • Request safety rules

  • Prepare risk instructions

    2 people

  • Check accessibility

  • Order catering

  • Prepare name badges

  • Print participant information

  • Prepare permanent markers

  • Check safety equipment

    2 people

  • Check Catering Supplies

  • Do the shopping

    2 people

  • Chill drinks

  • Prepare snacks

    2 people

  • Set up the reception table

    2 people

  • Set up reception tables

    2 people

  • Lay out name badges

  • Prepare safety equipment

    2 people

  • Hang up signage

    2 people

  • Check the reception area

    2 people

Event

  • Register participants

    2 people

  • Hand out name badges

  • Serve welcome drinks

    2 people

  • Give safety instructions

  • Guide the group to the starting point

    2 people

  • Lead the factory tour

    2 people

  • Keep the group together

    2 people

  • Collect Visitor Questions

  • Refill drinks

  • Serve snacks and buffet

    3 people

  • Serve special meals separately

  • Serve coffee and tea

    2 people

  • Register participant departure

Aftercare

  • Collect used materials

    2 people

  • Wash dishes

    2 people

  • Sort and dispose of waste

    2 people

  • Clean the reception area

    2 people

  • Remove signage

    2 people

  • Pack up materials

    2 people

  • Return borrowed materials

What to bring

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

Furniture

  • Tablesqty 4
  • Chairsqty 36
  • Buffet tableqty 2
  • Coat racksqty 2

Tableware

  • Reusable cupsqty 50
  • Platesqty 40
  • Cutlery setsqty 40
  • Coffee cupsqty 40
  • Serving plattersqty 8
  • Serving spoonsqty 6

Equipment

  • Coffee makerqty 2
  • Kettlesqty 2
  • Coolersqty 3
  • Extension cordsqty 3
  • Power stripsqty 3
  • Megaphone
  • Flashlightsqty 4
  • Clipboard foldersqty 4
  • Mobile phonesqty 2

Safety

  • Safety helmetsqty 36
  • Safety gogglesqty 36
  • Safety vestsqty 36
  • Ear defendersqty 36
  • Disposable glovesqty 100
  • First aid kit
  • Emergency blanketsqty 4
  • Bags for personal belongingsqty 40

Decorations

  • Name badgesqty 40
  • Pensqty 12
  • Permanent markersqty 4
  • Direction arrowsqty 12
  • Barrier tapeqty 4
  • Poster puttyqty 2

Cleaning

  • Waste binsqty 4
  • Dustpan and brushqty 2
  • Bucketsqty 2
  • Cleaning clothsqty 12
  • Hand soap dispensersqty 3
  • Towel dispensersqty 3

Catering

  • Groceries

Tips

  • Reserve the factory visit first, then confirm the tour route, start time and expected duration in writing. Use those details in the invitation and directions rather than sending provisional information.
  • Set a registration deadline at least 7 days before the tour. Use the final list to check contact details, collect dietary requirements and prepare name badges and participant information.
  • Ask for the factory’s safety rules and required protective equipment before the visit, not on the day itself. Confirm whether helmets, safety glasses, vests, ear defenders or gloves are supplied or must be arranged separately.
  • Send travel directions and transport arrangements at least 3 days before arrival. Include the meeting point, arrival time and what visitors should do if they are delayed or cannot attend.
  • Plan the reception area before catering arrives: allow space for tables, chairs, coats and personal belongings, and place directional arrows where visitors could otherwise enter the production area. Keep drinks, snacks and coffee ready without blocking access routes.

Frequently asked questions

How far in advance should I book a factory tour?
Book as soon as you know the preferred date, especially if the factory offers limited tour slots. Aim to confirm the route, times and group size at least 3 to 4 weeks before the visit.
When should I send factory tour invitations?
Send invitations once the booking and tour time are confirmed, ideally 2 to 3 weeks in advance. Set the registration deadline at least 7 days before the tour so you can finalise names, dietary requirements and contact details.
What safety equipment is needed for a factory tour?
The exact requirements depend on the site, so request the safety rules before organising the visit. Common items include safety helmets, safety glasses, safety vests, ear defenders, gloves and an EHBO kit; confirm quantities for every participant before the tour.
When should I order catering for a factory tour?
Order catering after registrations close and dietary requirements are checked, usually 5 to 7 days before the visit. Confirm the delivery time and keep extra drinks and snacks available for late arrivals or changes in attendance.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!