Visit Leader Preparation & Planning Checklist

Define Objectives

• Clarify the primary purpose of the visit
• Identify specific goals and desired outcomes
• Determine key stakeholders and their expectations
• Establish success metrics for the visit
• Confirm visit duration and schedule constraints

Contact and Coordination

• Establish primary point of contact for the visiting party
• Confirm visitor names, titles, and special requirements
• Determine preferred communication channels and protocols
• Exchange calendar availability for scheduling
• Set timeline for planning milestones

Budget and Logistics

• Determine budget parameters and approval process
• Book transportation arrangements
• Reserve appropriate meeting spaces
• Arrange accommodation if necessary
• Plan catering for meals and refreshments
• Reserve required technology and equipment
• Prepare welcome materials and information packets

Security and Safety

• Conduct risk assessment
• Address any special security requirements
• Prepare emergency contacts and protocols
• Verify insurance coverage
• Plan for medical accessibility and needs
• Review evacuation procedures

Before Arrival

• Conduct team briefing (15-30 minutes before)
• Verify all venues are prepared and clean
• Check technology and audiovisual equipment
• Confirm catering timing and setup
• Place signage and directional materials
• Prepare welcome materials and visitor packets
• Confirm emergency protocols with team

During Visit

• Greet visitors upon arrival
• Keep to scheduled timeline
• Monitor group comfort and engagement
• Ensure seamless transitions between activities
• Collect information for follow-up actions
• Address any immediate concerns or issues
• Facilitate introductions and networking opportunities

Immediate Follow-up

• Wrap up meeting or visit with closing remarks
• Arrange departure transportation
• Collect feedback from visitors
• Thank hosting team and participants
• Document key outcomes and agreements
• Begin preparation of visit report

Within One Week

• Send official thank you correspondence
• Distribute visit report to relevant stakeholders
• Follow up on action items and commitments
• Process expenses and reconcile budget
• Conduct debrief with planning team
• Document lessons learned and best practices

Cultural Awareness

• Research cultural protocols of visiting party
• Identify appropriate greeting procedures
• Understand business etiquette expectations
• Consider language requirements and translation services
• Recognize taboo topics or behaviors to avoid
• Plan for appropriate gift-giving if customary

Accessibility and Inclusion

• Confirm accessibility of all venues and facilities
• Address dietary restrictions and food allergies
• Consider religious requirements and observances
• Provide materials in alternative formats if needed
• Plan for appropriate language support

• Designate emergency response team member
• Provide emergency contact information to all visitors
• Identify closest medical facilities
• Establish communication protocol for emergencies
• Prepare contingency plans for weather disruptions
• Have backup technology options available
• Ensure first aid supplies are accessible