How to organize a company visit without last-minute problems

Start by fixing the visit date and agreeing on the programme with the company. Then build the participant list, send invitations and track registrations before arranging transport, catering and visitor access. Keep presentations, the tour and student questions on one shared schedule so the company knows what to prepare. In the final 24 hours, check the room, equipment, name badges, directions and refreshments rather than assuming someone else has done it.

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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
Confirm visit date
2
Coordinate the program with the company
2 people
3
Create the participant list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Arrange transport
8
Coordinate visitor registration
9
Prepare the tour
2 people
10
Collect presentations
11
Compile student questions
12
Book catering
13
Make name badges
14
Send directions
15
Check participant list
16
Do the shopping
2 people
17
Test the equipment
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Check the venue
2 people
21
Set up tables and chairs
4 people
22
Set up the presentation area
2 people
23
Set up reception desk
2 people
24
Prepare registration materials

Event

25
Participant check-in
3 people
26
Hand out name badges
2 people
27
Serve welcome coffee
2 people
28
Give safety instructions
29
Handle the company presentation
2 people
30
Lead a tour
3 people
31
Moderate the Q&A
2 people
32
Serve snacks
3 people
33
Refill drinks
2 people
34
Host the networking dinner
4 people
35
Serve dessert
2 people
36
Give a thank-you speech
37
Guide participants at departure
3 people

Aftercare

38
Collect tableware
3 people
39
Sort waste
2 people
40
Clear tables and chairs
4 people
41
Clean the kitchen
3 people
42
Clean the presentation room
2 people
43
Inventory materials
44
Switch off the equipment
2 people
45
Return borrowed materials
46
Send thank-you message
47
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Reception desk
Coat racksqty 2

Tableware

Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Dinner platesqty 50
Dessert platesqty 50
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4

Communication

Name badgesqty 50
Presentation foldersqty 45
Pensqty 50
Notepadsqty 45
Direction signsqty 8

Decorations

Table runnersqty 8
Flower arrangementsqty 4

Cleaning

Waste binsqty 6
Litter pickersqty 2
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Safety

Safety vestsqty 5
Visitor helmetsqty 45

Catering

Groceries

Tips

Set the programme before inviting people. Include arrival, registration, presentations, the tour, questions, breaks and departure times, then send the company one confirmed version.
Close registration early enough to act on the numbers. Collect dietary requirements with the registration and use the final participant list to order catering, prepare name badges and plan transport.
Treat visitor access as a separate task from sending directions. Confirm the registration procedure with the company and give participants the arrival instructions before the visit day.
Test the laptop, projector, projection screen, HDMI cables, extension cords and power strips at the venue at least one day beforehand. Bring a backup copy of every presentation instead of relying on one laptop.
Set up the reception desk, coat racks, tables, chairs and presentation area before participants arrive. Chill drinks, prepare snacks and place direction signs where a first-time visitor could otherwise hesitate.

Frequently asked questions

How far in advance should I organize a company visit?: Start at least 4 to 6 weeks ahead, especially if the visit needs transport, a tour and several company presenters. Close registrations several days before the visit so catering, badges and seating can be finalized.
What should be included in a company visit programme?: Include arrival and check-in, the company welcome, presentations, the tour, questions, breaks and the end time. Add 10 to 15 minutes of buffer between major parts for late arrivals and movement through the building.
When should I collect dietary requirements for a company visit?: Ask for dietary requirements when invitations are sent, not after catering is booked. Set a response deadline about 7 days before the visit and send the final count to the caterer immediately afterward.
How do I prepare equipment for a company visit presentation?: Test the laptop, projector, screen, HDMI connection and power supply at least 24 hours before arrival. Allow 30 minutes before check-in on the day to connect everything again and verify that the presentations open correctly.

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.