How to organise a company tour from start to finish

A company tour works best when the visitor flow is settled before you arrange food or furniture. Start with registrations, dietary requirements and the visitor list, then confirm the route, reservations and guide assignments. In the final week, prepare badges, programs and route signs, and check the venue, toilets and presentation area. On the day, allow time to chill drinks, set up reception and test the microphone and speaker before the first guests arrive.

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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

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Create visitor list
5
Make reservations
6
Set the route
2 people
7
Assign tour guides
8
Brief guides
2 people
9
Order catering
10
Prepare name badges
11
Print programs
12
Print route signs
13
Do the shopping
2 people
14
Check the venue
2 people
15
Check toilets
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Set up the reception table
2 people
19
Set up tables and chairs
3 people
20
Lay out name badges
21
Put up route signs
2 people
22
Set up the presentation area
2 people
23
Test sound equipment
24
Set out coffee and tea
2 people
25
Brief the reception team
3 people

Event

26
Welcome visitors
3 people
27
Register attendance
2 people
28
Hand out name badges
2 people
29
Serve welcome drinks
2 people
30
Give Welcome Presentation
31
Give safety instructions
32
Lead a tour
2 people
33
Keep the group together
2 people
34
Answer visitors' questions
2 people
35
Refill drinks
2 people
36
Serve snacks
3 people
37
Restock the buffet
2 people
38
Collect tableware
2 people
39
Say goodbye to visitors
2 people

Aftercare

40
Remove route signs
2 people
41
Put furniture back
3 people
42
Wash dishes
3 people
43
Collect waste
2 people
44
Clean rooms
3 people
45
Clear away equipment
2 people
46
Chill leftover catering
2 people
47
Check materials
2 people
48
Return rental items
2 people

What to bring

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

Furniture

Reception desk
Tablesqty 6
Chairsqty 24
Coat racksqty 2
Waste binsqty 4

Tableware

Glassesqty 60
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8

Decorations

Name badgesqty 30
Lanyardsqty 30
Route signsqty 10
Programsqty 30
Tableclothsqty 6

Cleaning

Washing-up tubsqty 2
Cleaning clothsqty 12
Hand broomsqty 2
Floor squeegeesqty 2
Bucketsqty 2

Catering

Groceries

Tips

Close registrations before you create the final visitor list. Use that list to prepare name badges, allocate guides and give the caterer a reliable headcount; confirm dietary requirements at least 5 working days before the tour.
Set the route before briefing guides. Mark every turn with route signs and walk the full route once, including the time needed to move the group between the reception, tour stops and presentation area.
Give each guide a defined group size and a printed program. Hold the guide briefing at least 30 minutes before guests arrive so everyone knows the route, timing and answer for common visitor questions.
Treat reception as a separate work area. Set up the desk, badges, programs, coat racks and visitor list before opening, then brief the reception team on late arrivals and registration changes.
Finish the venue check before setup day. Test the microphone, portable speaker, extension cords and power strips, and check toilets, tables, chairs, waste bins and coffee equipment at least 2 hours before the tour starts.

Frequently asked questions

How far in advance should I organise a company tour?: Start planning at least 4 to 6 weeks ahead, especially if the tour needs reservations, catering or several guides. Finalise registrations and dietary requirements about 5 working days before the event.
How many guides do I need for a company tour?: Plan one guide for each group that can comfortably stay together on the route; as a practical starting point, use one guide for every 10 to 15 visitors. Add a backup person if the route has several stops or parallel groups.
When should I prepare name badges and route signs?: Prepare name badges and print the visitor list 1 to 2 days before the tour, once registrations are closed. Put up route signs and lay out badges during setup, ideally at least 2 hours before arrival.
How early should catering and drinks be ready for a company tour?: Have coffee, tea, water and snacks ready 30 minutes before the first visitors arrive. Chill drinks and set out serving equipment during the final 1 to 2 hours, after the reception and presentation areas are in place.

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