Guided tour checklist

A guided tour runs smoothly when the route, people and arrival point are ready before the first participant shows up. This checklist takes you from invitations and dietary requirements to route checks, guide briefings and the final welcome. Build in time for registration, name stickers and a short program explanation at the start. A backup route, printed participant list and weather check are easy to postpone, but they matter when plans change on the day.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm reservation
Set the route and program
2 people
Check the starting location
2 people
Check the attractions
2 people
Determine an alternative route
2 people
Print participant list
Print route maps
Prepare name stickers
Do the shopping
2 people
Chill drinks
2 people
Collect materials
2 people
Check the weather forecast
Remind participants
Set up the starting point
3 people
Set up tables and chairs
2 people
Set up the reception desk
2 people
Mark the route
2 people
Brief the guides
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name stickers
Explain the program
Lead a tour
3 people
Keep the group together
2 people
Set up the break area
2 people
Serve drinks and snacks
3 people
Refill drinks
Supervise follow-up program
3 people
Set up the drinks area
2 people
Serve drinks
3 people
Refill drinks
See participants off
2 people

Aftercare

Collect materials
3 people
Sort waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Put furniture back
3 people
Store leftover stock
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 4
Chairsqty 24
High tablesqty 3
Tableclothsqty 4

Tableware

Glassesqty 40
Coffee cupsqty 24
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 6

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Portable megaphonesqty 2
Flashlightsqty 4

Kitchen

Cutting boardsqty 3
Knivesqty 4
Scissorsqty 2
Serving spoonsqty 6

Decorations

Name tag holdersqty 24
Route arrowsqty 12
Welcome sign
Table décorqty 6

Lighting

LED lampsqty 6
Extension cordsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Broom and dustpanqty 2
Mop headsqty 2

Paper goods

Clipboardsqty 4
Ballpoint pensqty 30
Route mapsqty 25
Participant listsqty 4

Catering

Groceries

Tips

Confirm the reservation and inspect the starting location at least 7 days before the tour. Check where participants will wait, where tables and chairs can go, and whether signs are visible from the approach.
Prepare the route in two versions: the planned route and an alternative route. Walk or review both routes 3–5 days ahead, checking attractions, toilets, access and places where the group could stop safely.
Close registration 48 hours before the tour and print the participant list afterward. Use the final list to prepare name stickers and to check dietary requirements before buying refreshments.
Brief guides 30–60 minutes before participants arrive. Give them the route, timing, group size, meeting point, alternative route and a clear instruction for keeping everyone together.
Set up the reception desk at least 30 minutes before arrival. Put the welcome sign, clipboards, participant list and name stickers there, and keep route maps, a megaphone and any flashlights ready for use.

Frequently asked questions

How far in advance should I plan a guided tour?: Start planning at least 3–4 weeks before the tour, especially if you need a reservation or several guides. Confirm the route and starting location no later than 7 days beforehand.
When should I send guided tour invitations?: Send invitations 3–4 weeks before the planned date. Set a registration deadline about 48 hours before the tour so you can print the participant list and prepare refreshments accurately.
What should I prepare for a guided tour in bad weather?: Check the forecast 24–48 hours before departure and review the alternative route at the same time. Tell participants about any change as soon as the decision is made, rather than waiting until arrival.
How early should guides arrive for a guided tour?: Ask guides to arrive 30–60 minutes before participants. Use that time to review the route, divide responsibilities, test the reception setup and confirm how the group will be kept together.

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.