Visitor Hosting Checklist

When to use this

For senior external visitors. The small things signal care: a name on the screen at reception, the right coffee waiting, the next meeting's location written down before they ask.

# VIP Visitor Hosting Checklist

**Visitor:** [Name, role, organisation]   **Date:** [Date]   **Host:** [Internal name]

## Before
- [ ] Calendar invite sent with venue and exact entrance
- [ ] Dietary requirements collected
- [ ] Driver / transport from station / airport arranged if needed
- [ ] Internal host briefed (background of visitor, sensitivities)
- [ ] Other attendees briefed and confirmed

## Day before
- [ ] Reception expecting visitor: name, time, who's meeting them
- [ ] Meeting room booked and AV tested
- [ ] Coffee / tea preferences known to host
- [ ] Pre-read prepared if needed
- [ ] Welcome screen at reception confirmed

## On the day — pre-arrival
- [ ] Meeting room set up, water and refreshments out
- [ ] Visitor pass printed
- [ ] Lift / floor access tested
- [ ] Phone signal / wifi password ready

## On arrival
- [ ] Greeted at reception by host (not security)
- [ ] Walk to room, brief introduction to anyone passed
- [ ] Refreshments offered, room shown
- [ ] If a wait is needed: location of restrooms shared

## During
- [ ] Meeting note-taker confirmed if formal
- [ ] Phones silent across the room
- [ ] Mid-meeting refreshment offered

## After
- [ ] Walk out to reception or car
- [ ] Thank-you email within 24h
- [ ] Internal debrief if needed
- [ ] Visitor record updated for next time