How to organise a company tour

A company tour works best when visitors always know where to go, who is guiding them and what happens next. Start by fixing the date and programme, then build the route around confirmed tour stops and safety checks. After that, manage registrations, dietary requirements, parking details and name badges. In the final week, test presentations and audio, confirm catering, brief the guides and prepare the reception area. This order prevents late changes from affecting the visitor experience.

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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
Set the date and program
2 people
2
Determine the tour route
2 people
3
Identify safety risks
2 people
4
Reserve tour stops
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Send parking information
10
Create visitor list
11
Prepare name badges
2 people
12
Assign tour guides
13
Assign host and reception
14
Place catering order
15
Check presentation and videos
2 people
16
Test the equipment
2 people
17
Print safety instructions
18
Check materials
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Clean rooms
2 people
22
Set up tables and chairs
3 people
23
Set up the reception desk
2 people
24
Lay out name badges
25
Place arrows and route signs
2 people
26
Set up break areas
2 people
27
Set up the presentation area
2 people
28
Lay out safety materials
2 people
29
Set out catering and tableware
3 people
30
Give the guide briefing
3 people

Event

31
Staff the reception desk
2 people
32
Register visitors
2 people
33
Serve coffee and tea
2 people
34
Give Welcome Presentation
2 people
35
Organize visitor groups
2 people
36
Guide tours
4 people
37
Explain the safety instructions
4 people
38
Refill drinks
2 people
39
Serve snacks
3 people
40
Restock the buffet
2 people
41
Moderate the Q&A
2 people
42
Host the networking drinks reception
3 people
43
Collect tableware
2 people
44
Empty trash bins
2 people
45
See off guests and manage departure
2 people

Aftercare

46
Store leftovers safely
2 people
47
Clear tables and chairs
3 people
48
Wash dishes
2 people
49
Clean rooms
3 people
50
Remove route signs
2 people
51
Dismantle the technical setup
2 people
52
Dispose of waste separately
2 people
53
Return materials
2 people
54
Distribute leftover catering
55
Archive visitor data
56
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 2
Serving plattersqty 6
Measuring cupsqty 2

Decorations

Name badgesqty 50
Table runnersqty 8
Flower arrangementsqty 4
Route signsqty 12
Arrow stickersqty 24
Name badge holdersqty 6

Safety

Safety gogglesqty 50
Safety vestsqty 50
Ear defendersqty 20
Visitor badgesqty 50

Cleaning

Waste binsqty 6
Trash bag holdersqty 6

Catering

Groceries

Tips

Set the programme before inviting anyone. Allow time for reception, introductions, each tour stop, questions and travel between areas; a route with four stops needs more time than the presentations alone suggest.
Confirm every tour stop before sending invitations. Ask each host to provide access requirements, safety rules and a backup contact at least 7 days before the visit.
Close registrations 5–7 days before the tour. Use the final list to prepare name badges, assign guides, share parking information and give catering an accurate guest count.
Run the equipment check on the day before the tour. Test the laptop, projector, screen, microphones, speakers, extension cords and power strips in the rooms where they will actually be used.
Set up reception and route signs before the first visitor arrives. Put badges in alphabetical order, keep safety instructions visible and walk the route once to check arrows, doors and trip hazards.

Frequently asked questions

How far in advance should I plan a company tour?: Start planning 6–8 weeks in advance, especially if several departments or external tour stops are involved. Confirm the programme and route first, then send invitations once the main timings are reliable.
When should I send invitations for a company tour?: Send invitations around 4 weeks before the tour and set a registration deadline 5–7 days before it. This leaves enough time to process replies, collect dietary requirements and prepare the visitor list.
How do I organise a safe company tour?: Identify safety risks while planning the route, not during setup. Check each stop at least 1 week before the tour, print the safety instructions and brief every guide and host before visitors arrive.
What should I check the day before a company tour?: Test all presentation and audio equipment, confirm catering and clean the rooms the day before. Also check the name badges, route signs, reception setup, tables, chairs and drink supplies so missing items can still be replaced.

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.