How to organise a pharmacy fair from the ground up

A pharmacy fair depends on a clear exhibitor plan, a workable floor layout and reliable visitor registration. Start by confirming the date and location, then build the exhibitor list before opening registration or promoting the event. Set deadlines for booth details, dietary requirements, presentations and badge data early. In the final week, match the confirmed participant numbers to catering, print badges, check equipment and walk through visitor routes from registration to the lecture area.

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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

1
Confirm date and location
2 people
2
Create the trade show floor plan
2 people
3
Compile exhibitor list
2 people
4
Invite exhibitors
2 people
5
Send visitor invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Collect exhibitor information
2 people
10
Check booth dimensions
2 people
11
Compile lecture program
2 people
12
Confirm speakers
13
Collect presentations
14
Book catering
15
Prepare security instructions
2 people
16
Set access policy
2 people
17
Design badges
18
Design route signs
19
Send promotional emails
20
Create final participant list
2 people
21
Confirm booth layout
2 people
22
Report catering quantities
23
Inventory materials
2 people
24
Check the shopping list
25
Print badges
2 people
26
Assemble info packs
3 people
27
Assemble exhibitor packs
3 people
28
Do the shopping
2 people
29
Test the equipment
2 people
30
Chill drinks
2 people

Event

31
Open venue
2 people
32
Receive deliveries
3 people
33
Set up registration desk
3 people
34
Set up tables
4 people
35
Set up chairs
4 people
36
Set up exhibition walls
4 people
37
Set up exhibitor booths
8 people
38
Set up product displays
4 people
39
Set up the presentation area
3 people
40
Connect audiovisual equipment
2 people
41
Hang up signage
2 people
42
Set up the catering buffet
3 people
43
Set out coffee and tea
2 people
44
Brief the registration team
2 people
45
Welcome exhibitors
4 people
46
Register visitors
4 people
47
Hand out badges
2 people
48
Announce the opening
49
Inform visitors
3 people
50
Host lectures
2 people
51
Manage microphones
52
Start presentations
53
Serve coffee and tea
3 people
54
Serve snacks
4 people
55
Refill drinks
2 people
56
Restock the buffet
3 people
57
Empty trash bins
2 people
58
Check toilets
59
Support exhibitors
2 people
60
Monitor visitor flow
2 people
61
Announce the closing
62
Check out exhibitors
3 people

Aftercare

63
Take down exhibitor booths
8 people
64
Switch off equipment
2 people
65
Collect materials
4 people
66
Wash dishes
3 people
67
Sort waste
3 people
68
Clean the venue
4 people
69
Clean floors
2 people
70
Return borrowed materials
2 people
71
Store leftover catering
2 people
72
Archive registration details
73
Send thank-you messages
74
Archive photos and materials

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Trade fair tablesqty 30
Folding chairsqty 180
Bar stoolsqty 20
Registration desksqty 2
Presentation tablesqty 4
Display wallsqty 36
Brochure racksqty 30
Bollardsqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 300
Wine glassesqty 120
Platesqty 250
Forksqty 250
Knivesqty 250
Spoonsqty 180
Serving utensilsqty 20

Equipment

Laptopqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 3
Speakersqty 4
Mixer
Extension cordsqty 12
Power stripsqty 15
Power banksqty 6
Badge readerqty 2
Label printer
Handheld scannersqty 3
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Fair lightingqty 30

Kitchen

Thermos flasksqty 8
Pouring jugsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 20
Serving trays with lidsqty 12
Storage binsqty 12
Ice containersqty 6

Decorations

Company name signsqty 30
Program postersqty 12
Info boardsqty 8
Tableclothsqty 30
Name card holdersqty 40
Pen holdersqty 30
Flower arrangementsqty 8
Presentation holdersqty 60
Route arrowsqty 20
Wristbandsqty 300

Cleaning

Waste binsqty 12
Pedal binsqty 6
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Hand soap dispensersqty 8
Towel dispensersqty 8
Toilet brushesqty 6
Cleaning spraysqty 6
Microfiber clothsqty 24
Toilet paper holdersqty 6

Catering

Groceries

Tips

Create the floor plan before confirming booth arrangements. Mark trade fair tables, display walls, registration desks, presentation areas and routes between them, then check every booth dimension against the available space.
Set exhibitor and speaker deadlines at least 2 weeks before the fair. Use one collection point for company details, booth requirements, presentations and names for badges so last-minute changes do not spread across several files.
Close visitor registration several days before the event and use the final participant list to report catering quantities. Keep a separate count for exhibitors, speakers and staff because their meal and access needs may differ.
Test the complete presentation setup before opening: laptop, projector, screen, wireless microphones, speakers, mixer, extension cords and power strips. A 30-minute rehearsal can reveal missing adapters, weak batteries or cables that do not reach the lectern.
Prepare the arrival route before printing badges. Put the badge reader or scanners at the registration desks, place route signs where visitors must choose a direction, and keep spare badges and a label printer available for corrections on the day.

Frequently asked questions

How far in advance should I organise a pharmacy fair?: Start planning at least 12 weeks before the fair. Confirm the venue and floor plan first, invite exhibitors next, and leave the final 2 weeks for presentations, catering numbers, badges and technical checks.
When should pharmacy fair registration open?: Open registration once the date, location and core programme are confirmed, usually 6 to 8 weeks before the event. Close or freeze the main list 3 to 5 days beforehand so badges and catering quantities can be prepared accurately.
How many exhibitors can fit in a pharmacy fair venue?: The number depends on the confirmed booth dimensions and the space needed for aisles, registration, lectures and catering. Draw the floor plan to scale and keep clear routes before adding more booths; do not rely on table counts alone.
When should I collect dietary requirements for a pharmacy fair?: Ask for dietary requirements during registration and send the final information to the caterer 3 to 5 working days before the fair. Recheck the list against the final participant count before ordering.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.