How to organize a company visit from start to finish

A company visit runs smoothly when the guest experience is planned in the same order it happens: registration, arrival, the program, catering, and departure. Start by fixing the program and meeting room, then collect registrations and dietary requirements before arranging food and seating. In the final week, confirm guides, presentations, safety rules, route information, and name badges. On the day, test the equipment before guests arrive and set up a staffed reception desk with clear signage.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Reserve meeting room
6
Confirm the company program
2 people
7
Send route information
8
Brief guides
2 people
9
Prepare safety rules
10
Determine the dinner seating plan
2 people
11
Make a shopping list
12
Collect presentations
13
Prepare name badges
14
Print programs
15
Remind participants
16
Do the shopping
2 people
17
Check rooms
2 people
18
Clean rooms
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the reception desk
2 people
22
Hang up signage
2 people
23
Test presentation equipment
2 people
24
Set up coffee station
2 people
25
Chill drinks
2 people
26
Prepare the buffet
3 people

Event

27
Welcome guests
2 people
28
Register attendance
2 people
29
Hand out name badges
30
Handle the company presentation
2 people
31
Lead a tour
4 people
32
Moderate the Q&A
2 people
33
Serve dinner buffet
4 people
34
Refill drinks
2 people
35
Facilitate the networking session
2 people
36
See off guests
2 people

Aftercare

37
Dismantle materials
3 people
38
Wash dishes
3 people
39
Clean rooms
3 people
40
Collect waste
2 people
41
Store equipment safely
2 people
42
Check stock
43
Put materials back
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Coat racksqty 2
Reception desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 2
Power stripsqty 4
Presentation clicker
Portable speaker
Coolersqty 2

Tableware

Dinner platesqty 40
Dessert platesqty 40
Soup bowlsqty 40
Drinking glassesqty 50
Coffee cupsqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving utensilsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3

Office

Name badge holdersqty 36
Notepadsqty 36
Ballpoint pensqty 40
Program bookletsqty 36
Clipboardsqty 2

Decorations

Direction signsqty 8
Table numbersqty 6
Flower vasesqty 6

Cleaning

Dishpanqty 2
Cleaning bucketsqty 2
Broom
Mopqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set the program and room before sending invitations. Include the arrival time, route information, registration deadline, and whether guests will attend dinner; this prevents last-minute changes to seating and catering.
Close registration at least 7 days before the visit. Use the final participant list to confirm dietary requirements, print name badges and programs, and create the dinner seating plan.
Collect every presentation at least 3 days in advance and test the laptop, projector, screen, HDMI cables, clicker, speaker, extension cords, and power strips in the actual meeting room.
Brief guides and prepare safety rules before the event day. Give each guide the schedule, group or room assignment, meeting point, and a clear response for late arrivals or restricted areas.
Set up the reception desk, signage, tables, chairs, coat racks, and coffee station before guests arrive. Chill drinks and place plates, bowls, glasses, cups, cutlery, serving platters, and serving utensils where the catering team can reach them.

Frequently asked questions

How far in advance should I plan a company visit?: Start planning at least 4 to 6 weeks before the visit. Fix the room and program first, then allow time for invitations, registrations, dietary requirements, guides, presentations, and catering.
When should I send invitations for a company visit?: Send invitations about 3 to 4 weeks in advance, with a registration deadline 7 days before the event. That gives you enough time to finalize badges, programs, dinner seating, and food quantities.
When should I test the presentation equipment?: Collect presentations at least 3 days before the visit and test all equipment on the event day, preferably 60 to 90 minutes before arrival. Check the laptop, projector, screen, cables, clicker, speaker, and power supply in the room where they will be used.
How early should the rooms be set up for a company visit?: Finish room setup at least 60 minutes before the first guest arrives. Set up the reception desk, signage, tables, chairs, coffee station, name badges, and programs, then check that rooms are clean and ready.

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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.