Partner / Customer Visit Checklist
* Notify Administrative Services ([Insert Name(s)]) of potential/pending visits so we can begin coordinating the planning process.
* Determine who is coming, titles, date, time, and who the primary administrative contact point is on the visitor’s side.
* Determine who from our company is participating in the meetings and/or needs to participate in “introductions” at least.
* (Upon notification) Reserve conference/meeting space.
* (If needed…) Develop a proposed agenda to address the areas of interest and assign key contacts.
* Circulate the proposed agenda to the internal team members participating.
* Circulate the proposed agenda to the Partner/Customer visiting so we are sure we’re addressing all of the agenda items they had on their list also.
* Make lunch or dinner reservations, or prepare snacks, as necessary.
* Assist with hotel reservations or corporate rate info, directions to the office, parking info, airport details, etc, as necessary
* (1-2 days before) Make sure we have refreshments (water, sodas, etc.) ready and available.
* (1-2 days before) Pick-up/clean-up/straighten-up office area, reception area.
* (1-2 days before) Internal e-mail communication to the entire office announcing WHO is visiting, WHEN they’re visiting, and maybe a few appropriate details about WHY they’re visiting and WHAT areas they are going to be most interested in while they’re here.
* (1-2 days before) Prepare welcome signs for day of visit for reception area.
* (Day Before) Prepare handouts, presentations, meeting materials for the visit.
* (Day Before) Prepare for any audio visual requirements needed for presentations being given.
* (Day Before) Prepare pens, paper, easels, clean off conference room whiteboard, etc.