Information:

Fictional example: Northstar Works. This page covers the host’s coordination tasks; reception and access arrangements vary by workplace. Use the locally approved visitor reference for site-specific details. This is authored guidance, not a live incident or system-status notice.

Prepare, welcome, and close the visit

Use this sequence for a scheduled workplace visit; follow the receiving workplace’s approved arrangements wherever they differ.

Worked example: For a 10:00 meeting, the host shares the expected arrival time with reception in advance, agrees where to meet, and stays responsible for the handoff rather than assuming the visitor will find the meeting room.

  1. 1

    Before arrival

    Confirm the meeting time, expected duration, host name, visitor count, and meeting location. Send the visitor the approved arrival information for the specific workplace. Coordinate the expected arrival with reception using the organization’s established process. If the visitor mentions an access or assistance need, ask what would help and share only the necessary details with the appropriate workplace contact.
  2. 2

    Reception handoff

    Be reachable at the agreed time and meet the visitor at the confirmed welcome point. Introduce yourself to reception and the visitor, then follow the local check-in process. If arrival details do not match what you expected, pause the handoff and ask reception or the designated local contact to clarify.
  3. 3

    Access and assistance

    Explain the planned route and meeting arrangements in plain language, and check whether they work for the visitor. Do not assume that every entrance, route, or workplace process is the same across sites. For a request or question you cannot resolve, coordinate with the appropriate local facilities or reception role; do not promise an arrangement that has not been confirmed.
  4. 4

    End the visit

    Confirm the meeting has ended, accompany the visitor to the agreed departure point when appropriate, and complete any locally required reception handoff. Return visitor materials or temporary items through the established process. If a planned arrangement changed or a handoff was unclear, tell the relevant workplace role so the next visit can be coordinated more clearly.
A welcome desk set up for new starters; illustrative stock photography, not a depiction of a Northstar Works location or visitor.

Who handles each handoff

Visit host
Coordinates the meeting, shares expected arrival details through the established process, and meets the visitor at the agreed point.
Reception
Handles the arrival handoff and directs questions about the local check-in process.
Local Facilities team
Answers workplace-specific questions and coordinates requests that require local facilities input.