Municipal business visit checklist

A municipal business visit needs more than a confirmed date and a full agenda. You also need a clear route, accurate visitor list, working presentation equipment and a reception desk that is ready before the first guest arrives. This checklist helps you organize the visit in the right order, from reserving rooms and collecting dietary requirements to setting out coffee, signs and name badges. Use it to coordinate the program, staff, catering and venue setup without leaving small but visible details until the last minute.

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

Confirm visit date
Record the program and route
2 people
Reserve spaces with the municipality
Send invitations
Process registrations
Collect dietary requirements
Finalize the visitor list
Collect presentations and videos
2 people
Prepare tour content
2 people
Order catering
Check equipment and connections
2 people
Prepare name badges
Make route signs
Print visitor information
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
2 people
Set up coffee and tea station
2 people
Set out snacks
3 people
Place route signs
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Serve coffee and tea
2 people
Deliver welcome presentation
2 people
Handle the company presentation
2 people
Lead a tour
4 people
Moderate the Q&A
2 people
Serve snacks
3 people
Refill drinks
2 people
Set up buffet
3 people
Serve dinner
4 people
Serve dessert
2 people
Host the networking drinks reception
2 people
See off guests and manage departure
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Clean the kitchen
3 people
Clean the rooms
3 people
Put furniture back
4 people
Clear away equipment
2 people
Return materials
2 people
Store leftover stock
Process expenses and receipts
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Registration desk
Stoolsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 60
Cutlery setsqty 60
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Ice cube traysqty 4

Equipment

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

Decorations

Name badgesqty 55
Badge holdersqty 55
Tableclothsqty 8
Directional signsqty 10
Flower arrangementsqty 4

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Confirm the route and program before sending invitations. Visitors need to know where they start, which spaces they will enter and how long the tour takes; changes made after registration can affect catering and room setup.
Set a registration deadline at least 7 days before the visit. Use the final list to prepare name badges, check dietary requirements and estimate coffee, water, snacks and meal quantities.
Test the laptop, projector, screen, HDMI cables, microphone and power connections at least 1 day in advance. Keep extension cords and power strips available, and open every presentation or video before guests arrive.
Prepare the reception and coffee stations before setup is finished elsewhere. Put out badges, visitor information, water glasses, cups, coffee equipment and serving items so registration can start immediately.
Walk the full route 30–60 minutes before arrival. Place directional signs at every turn, check tables and chairs, and make sure the presentation area, catering tables and venue access match the program.

Frequently asked questions

How far in advance should I plan a municipal business visit?: Confirm the date, spaces and route at least 4–6 weeks in advance. Send invitations after the program is stable, then close registrations about 7 days before the visit so you can finalize badges, catering and staffing.
When should I finalize the visitor list?: Finalize it 5–7 days before the visit, after collecting registrations and dietary requirements. Print or prepare name badges at the same time and keep one updated list at the reception desk.
How early should the venue be set up?: Start physical setup at least 2 hours before the first visitor arrives. Complete the equipment test, coffee station, registration desk, signage and room check no later than 30 minutes before arrival.
How much time should I allow for a municipal site tour?: Allow 15–30 minutes for visitor registration and orientation before the tour begins. Add buffer time at each transition, especially when the route includes several rooms or requires groups to move together.

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.