How to organise an office visit without last-minute problems

An office visit needs more than a meeting room and a visitor list. Start by confirming who is coming, why they are visiting and how they will move through the building. Then arrange access, rooms, catering and equipment in that order, leaving time for dietary details and technical checks. On the day, the reception desk, badges, route signs, refreshments and presentation setup should be ready before the first visitor arrives.

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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
Send parking information
6
Reserve meeting rooms
7
Book catering
8
Arrange visitor access
9
Develop the program and route
10
Prepare name badges
11
Check the presentation
12
Test monitors
13
Test sound equipment
14
Do the shopping
2 people
15
Chill drinks
16
Prepare snacks
2 people
17
Set out buffet items
2 people
18
Set up tables
3 people
19
Set up chairs
2 people
20
Set up the reception desk
2 people
21
Lay out name badges
22
Hang route signs
2 people
23
Hang decorations
2 people
24
Set out coffee and tea
2 people
25
Set out dishes and glasses
2 people
26
Check lighting and temperature

Event

27
Staff the reception desk
2 people
28
Register visitors
2 people
29
Serve coffee and tea
2 people
30
Lead a tour
2 people
31
Deliver the presentation
32
Moderate the Q&A
33
Serve snacks
2 people
34
Refill drinks
2 people
35
Open the buffet
2 people
36
Restock the buffet
2 people
37
Serve diet meals
2 people
38
Refill coffee and tea
39
Serve dessert
2 people
40
Check out visitors

Aftercare

41
Collect used dishes
2 people
42
Sort and remove waste
2 people
43
Clear tables and chairs
3 people
44
Wash dishes
2 people
45
Clean rooms
2 people
46
Switch off equipment
47
Remove decorations
2 people
48
Return borrowed items
49
Store leftover food
50
Archiving the visitor list

What to bring

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

Furniture

Chairsqty 40
Tablesqty 6
Reception desk
Coat racksqty 2

Tableware

Drinking glassesqty 50
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothqty 6
Name badgesqty 40
Name badge holdersqty 40
Route signsqty 8
Balloonsqty 30
Flower arrangementsqty 4
Tapeqty 3
Scissorsqty 2

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Microfiber clothsqty 6
Dish brushesqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations, dietary requirements and parking details before you create the final visitor list. Allow at least 5 working days for replies, then send access and parking information to confirmed visitors.
Build the route before placing signs or arranging rooms. Check the full path from reception to meeting rooms, restrooms and catering, and hang route signs where a first-time visitor could hesitate.
Book catering only after you know the registration numbers and dietary requirements. For a half-day visit, plan refreshments at arrival, coffee or tea during the break, and a clearly labelled option for each reported dietary need.
Test the presentation, monitors, projector, sound equipment, laptop connections and power strips before visitors arrive. Keep extension cords and backup connection options available; a technical problem is harder to solve once the programme has started.
Set up reception and refreshments before the room itself is finished. Put out name badges, coat racks, coffee cups, glasses, plates and serving utensils, then chill drinks and check that the buffet can be reached without blocking the entrance.

Frequently asked questions

How far in advance should I organise an office visit?: Start planning at least 2 to 3 weeks before the visit. Send invitations early, and aim to have registrations, dietary requirements and access details confirmed at least 5 working days beforehand.
When should I send visitor access and parking information?: Send it as soon as the visitor list is stable, preferably 3 to 5 working days before arrival. Include the entrance, parking instructions, reception procedure and a contact person for late or lost visitors.
How early should I set up for an office visit?: Begin the on-site setup 2 to 3 hours before the first visitor arrives. This leaves time to arrange rooms and reception, prepare coffee and snacks, place badges and signs, and test the presentation and sound.
How do I prepare meeting rooms for an office visit?: Confirm the room layout and programme first, then arrange tables and chairs and test every screen, projector, microphone and speaker. Complete the technical check at least 60 minutes before arrival so there is time to replace a cable or move equipment.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.