How to organise a factory tour without last-minute confusion

A factory tour needs more than a booked production date and a guided walk. You need to control visitor numbers, safety requirements, group movement, catering and arrival information in the right order. Start by confirming what the site can accommodate, then build the programme around the visitor route and divide people into manageable groups. The details that are often left too late are PPE sizes, dietary requirements, transport instructions and printed safety 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

1
Create visitor list
2
Confirm production date
3
Book a guided tour
4
Book catering
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Send transportation information
9
Request safety rules
10
Map out visitor route
11
Develop the program
12
Divide the tour groups
13
Check contact details
14
Design name badges
15
Design signage
16
Print attendance list
17
Print program
18
Print safety instructions
19
Print name badges
20
Calculate catering quantities
21
Check the shopping list
22
Check PPE sizes
23
Send visitor confirmation
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare catering
3 people
27
Collect materials
2 people
28
Prepare group packages
2 people
29
Confirm venue by phone

Event

30
Set up the reception desk
2 people
31
Set up tables and chairs
3 people
32
Hang up signage
2 people
33
Build the catering buffet
3 people
34
Set up PPE distribution point
2 people
35
Lay out presentation materials
36
Staff the registration desk
2 people
37
Register visitors
2 people
38
Hand out name badges
2 people
39
Give safety instructions
40
Hand out safety equipment
2 people
41
Guide groups to the starting point
3 people
42
Lead a tour
4 people
43
Supervise group changes
3 people
44
Collect Visitor Questions
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Guide presentation
49
Set up buffet
3 people
50
Serve dinner
3 people
51
Serve diet meals
52
Supervise the networking area
2 people
53
See off the last visitors
2 people
54
Collect safety equipment
2 people

Aftercare

55
Collect tableware
2 people
56
Sort waste
2 people
57
Clear tables and chairs
3 people
58
Clean the venue
3 people
59
Pack up materials
2 people
60
Return borrowed items
61
Store leftover catering
2 people
62
Sort invoices and receipts
63
Send thank-you message
64
Return lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tablesqty 3
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Dessert platesqty 50
Cutlery setsqty 50
Serving traysqty 8
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop
Portable speaker
Visitor helmetsqty 45
Safety gogglesqty 45
Ear defendersqty 45
Safety vestsqty 45

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Serving plattersqty 10
Storage binsqty 8
Aluminum foilqty 2
Cling filmqty 2

Decorations

Name badge holdersqty 45
Tableclothqty 8
Welcome sign
Route signsqty 8

Catering

Groceries
Ice packsqty 20
Diet label stickersqty 100
Buffet labelsqty 20

Cleaning

Trash binsqty 6
Waste sorting binsqty 4
Broomqty 2
Floor squeegeeqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Office

Name badgesqty 50
Ballpoint pensqty 12
Clipboardsqty 6
Printer paperqty 2
Tapeqty 4
Scissorsqty 3
Markersqty 2
Wristbandsqty 50
Envelopesqty 50

Lighting

LED table lampsqty 4

Tips

Confirm the production date, guided tour and visitor capacity before sending invitations. Set a registration deadline at least 10 days before the visit so you have time to process names and follow up on missing details.
Request the site’s safety rules before writing the visitor instructions. Use them to prepare printed safety information, check PPE sizes and explain clothing, arrival and access requirements in the confirmation message.
Map the visitor route before finalising the programme. Mark where each group starts, how long it stays in each area and where groups can pass without blocking production or creating unsafe congestion.
Divide visitors into tour groups as soon as registrations close, rather than on the day. Prepare name badges, an attendance list and clear signage for arrival; print spare badges for roughly 5% of the expected group.
Calculate catering after registrations and dietary requirements are complete. Set up buffet tables, coffee machines, kettles, water glasses and chilled drinks before guests arrive, and check extension cords and power strips if equipment is not near an outlet.

Frequently asked questions

How far in advance should I plan a factory tour?: Start planning at least 6–8 weeks before the visit. Confirm the production date and guided tour first, then allow time for invitations, registrations, safety checks, group planning and catering.
When should I send factory tour invitations?: Send invitations once the date, tour format and visitor capacity are confirmed, ideally 4–6 weeks in advance. Close registrations about 10 days before the tour so you can collect dietary requirements and finalise groups.
How many people should be in one factory tour group?: Use the site’s safety limit and guide capacity as the deciding factors; many tours work best with groups of around 10–15 people. Divide larger registrations into timed groups and add transitions to the programme.
What should I prepare the day before a factory tour?: Print the attendance list, programme, safety instructions and name badges one day before the visit. Check PPE sizes, set out signage and furniture, chill drinks and verify that presentation equipment and power supplies work.

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.