Office visit checklist: what to arrange and when

A smooth office visit starts well before guests arrive. You need to coordinate registrations, dietary requirements, visitor access, meeting rooms, catering and the route through the building. In the final hours, the details matter: test the presentation and sound, chill drinks, prepare name badges and set out clear signs. This checklist covers the work from the first invitation through reception, refreshments and room setup, so nothing essential is left until the last minute.

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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

Send invitations
Process registrations
Collect dietary requirements
Create visitor list
Send parking information
Reserve meeting rooms
Book catering
Arrange visitor access
Develop the program and route
Prepare name badges
Check the presentation
Test monitors
Test sound equipment
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Set out buffet items
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the reception desk
2 people
Lay out name badges
Hang route signs
2 people
Hang decorations
2 people
Set out coffee and tea
2 people
Set out dishes and glasses
2 people
Check lighting and temperature

Event

Staff the reception desk
2 people
Register visitors
2 people
Serve coffee and tea
2 people
Lead a tour
2 people
Deliver the presentation
Moderate the Q&A
Serve snacks
2 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
2 people
Serve diet meals
2 people
Refill coffee and tea
Serve dessert
2 people
Check out visitors

Aftercare

Collect used dishes
2 people
Sort and remove waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean rooms
2 people
Switch off equipment
Remove decorations
2 people
Return borrowed items
Store leftover food
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 process registrations and dietary requirements before booking catering. Close the guest list at least 3–5 working days before the visit, then share the final names with reception and security.
Reserve meeting rooms before you publish the programme and route. Allow at least 15 minutes between room changes if visitors need to move through a large building or pass reception again.
Test the laptop, projector, screen, monitors, microphone and speaker at least one working day before the visit. Repeat a short sound and presentation check 30–60 minutes before guests arrive.
Prepare name badges, the visitor list, access instructions and parking information together. Lay out the badges at the reception desk in alphabetical order or by arrival group to keep check-in under 2 minutes per visitor.
Finish the room and refreshment setup 30–45 minutes before arrival. Chill drinks, prepare snacks, set out coffee and tea, and check that every table has enough glasses, cups, plates, cutlery and serving utensils.

Frequently asked questions

How far in advance should I plan an office visit?: Start planning 2–4 weeks before the visit, especially if several meeting rooms, catering or visitor access are involved. Finalise registrations, dietary requirements and parking details 3–5 working days in advance.
When should I send office visit invitations?: Send invitations at least 2 weeks before the visit when possible. Set a registration deadline 5–7 working days before arrival so you have time to create the visitor list and confirm catering.
How early should I set up for an office visit?: Begin physical setup 60–90 minutes before the first visitor arrives. Complete the equipment test, reception desk, signs, name badges and refreshments no later than 30 minutes before arrival.
How much catering should I order for an office visit?: Confirm the final headcount 3–5 working days before the visit and order for the registered number of guests plus a small buffer of about 5–10%. Use the collected dietary requirements to separate suitable food clearly.

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