How to organise a company visit from start to finish

A well-organised company visit gives guests a clear route, useful presentations and enough time to meet the people behind the organisation. Start by fixing the date and programme, then plan the visitor flow through each space before sending invitations. Registration details, dietary requirements and guide assignments should be settled early. On the day, allow time to test the presentation equipment, prepare reception, chill drinks and brief everyone welcoming visitors.

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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 visitor route and spaces
2 people
3
Draft invitation
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Assign tour guides
2 people
8
Confirm speakers and presentations
9
Order catering
10
Prepare name badges
2 people
11
Print the visitor list
12
Check presentations
2 people
13
Prepare signage
14
Receive catering and materials
2 people
15
Clean rooms
2 people
16
Set up tables and chairs
3 people
17
Set up the reception desk
2 people
18
Set up the presentation area
2 people
19
Brief the tour guides
3 people
20
Prepare snacks
3 people
21
Chill drinks
2 people
22
Set out coffee and tea
2 people
23
Test the equipment
2 people
24
Conduct a safety check
2 people

Event

25
Staff the reception desk
2 people
26
Register visitors
2 people
27
Serve coffee and tea
2 people
28
Deliver the welcome speech
29
Give the company presentation
2 people
30
Guide tours
4 people
31
Answer visitors' questions
3 people
32
Set up the drinks buffet
3 people
33
Serve snacks and drinks
3 people
34
Refill drinks
2 people
35
Replenish the buffet and tables
2 people
36
Facilitate networking conversations
2 people
37
See off guests and manage departure
2 people

Aftercare

38
Collect waste
2 people
39
Wash dishes
2 people
40
Clean up the rooms
3 people
41
Switch off equipment
42
Clean rooms
2 people
43
Check materials
2 people
44
Return borrowed materials
2 people
45
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 programme before inviting anyone. Include arrival and registration, presentations, the tour, refreshments and departure, with at least 10–15 minutes of buffer time between major parts.
Map the visitor route before arranging rooms. Check that the group can move from reception to the presentation area and through the tour spaces without crossing staff work areas or creating bottlenecks.
Close registration several days before the visit and use the final list to prepare name badges, seating and dietary information. Print one copy for reception and keep a digital backup.
Test the laptop, projector, screen, microphone and speakers in the actual presentation area on the day before or at least 60 minutes before guests arrive. Check extension cords and power strips as part of the same test.
Prepare hospitality in two stages: receive catering and materials before setup, then put out coffee, tea, snacks and chilled drinks shortly before arrival. Brief tour guides on the route, timing and what to do if a group falls behind.

Frequently asked questions

How far in advance should you plan a company visit?: Set the date and basic programme at least 4–6 weeks ahead, especially if several speakers or tour guides are involved. Send invitations once the route, timing and visitor capacity are clear.
How many tour guides do you need for a company visit?: Plan one guide per group that can comfortably move through the route; as a practical limit, keep each group to about 10–15 visitors. Add a backup guide or host if the visit depends on several rooms or fixed presentation times.
When should catering for a company visit be ordered?: Order catering at least 7–10 days before the visit, after collecting registrations and dietary requirements. Confirm the final number and delivery time 2–3 working days beforehand.
How early should staff arrive for a company visit?: Have the reception team, guides and room setup staff arrive at least 60–90 minutes before the first guest. Use that time to arrange tables and chairs, prepare badges and signage, check safety and test all equipment.

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.