How to organize a pharmacy open day

A pharmacy open day needs more than invitations and refreshments. Start by fixing the date, program and visitor capacity, then build the registration process around demonstrations, presentations and health checks. Use the responses to plan catering and prepare the rooms without exposing stock or disrupting daily work. The final setup should guide visitors from arrival to activities, with clear parking information, visible materials and enough equipment for each demonstration.

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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
Set the date and program
2 people
2
Register open day with the team
3
Design invitations
4
Send invitations
2 people
5
Publish open day online
6
Process registrations
7
Collect dietary requirements
8
Confirm registrations
9
Determine catering quantities
2 people
10
Check the shopping list
11
Print promotional materials
12
Create route and parking information
13
Make reservations for materials
14
Do the shopping
2 people
15
Check expiration dates
16
Purchase refrigerated products
17
Tidy up the pharmacy rooms
3 people
18
Secure stock behind the counter
2 people
19
Clear workstations
2 people
20
Prepare presentations
2 people
21
Lay out brochures and demonstration materials
2 people
22
Create a health quiz
23
Prepare name badges
24
Set up tables
3 people
25
Set up chairs
2 people
26
Set up the reception desk
2 people
27
Set up information stands
4 people
28
Hang decorations
2 people
29
Test sound and presentation
2 people
30
Chill drinks
2 people
31
Set up the coffee and tea station
2 people
32
Prepare snacks
3 people
33
Set out tableware and cutlery
2 people
34
Check toilets
35
Check safety and escape routes
2 people
36
Brief the team
3 people

Event

37
Welcome visitors
3 people
38
Explain the program
39
Staff the information stands
4 people
40
Oversee health measurements
2 people
41
Give Product Demonstrations
2 people
42
Lead the health quiz
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Serve coffee and tea
2 people
46
Collect used dishes
2 people
47
Remove waste regularly
48
Wave goodbye to visitors
3 people

Aftercare

49
Dismantle materials
4 people
50
Wash dishes
2 people
51
Store leftovers safely
2 people
52
Clean rooms
3 people
53
Collect and remove waste
2 people
54
Check refrigerated products
55
Return borrowed materials
2 people
56
Sort leftover materials
2 people
57
Store unused flyers

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
High tablesqty 3
Tableclothsqty 8
Brochure racksqty 4
Bollardsqty 6

Tableware

Reusable glassesqty 80
Reusable coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Blood pressure monitorsqty 2
Scalesqty 2
Measuring tapesqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice spoonsqty 2

Decorations

Balloonsqty 100
Balloon standsqty 4
Buntingqty 6
Information boardsqty 8
Directional signsqty 12
Name badgesqty 60

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the program before designing invitations. Allow separate time slots for presentations, the health quiz and measurements such as blood pressure or weight, so visitors do not all queue at once.
Open registration at least three weeks before the event and ask about dietary requirements in the same form. Confirm each registration several days before the open day so catering quantities are not based on guesses.
Prepare the pharmacy as a visitor route, not just a cleaned room. Secure stock behind the counter, clear workstations and place brochures, demonstration materials and name badges where people can find them without entering working areas.
Test the presentation setup before visitors arrive. Check the laptop, projector, screen, speaker, microphone, extension cords and power strips together; a separate test of each item is not enough to catch connection problems.
Finish the practical setup on the day before wherever possible. Arrange tables and chairs, check expiration dates, refrigerate temperature-sensitive products and put route, parking and promotional information where arriving visitors will see it.

Frequently asked questions

How far in advance should I organize a pharmacy open day?: Set the date and program at least four weeks in advance. Open registration around three weeks before the event and confirm registrations several days beforehand, leaving time to adjust catering and materials.
How do I plan catering for a pharmacy open day?: Wait until registrations and dietary requirements are collected before fixing quantities. Recheck the list two to three days before the event, then buy refrigerated products as close to the open day as practical and keep them chilled.
How should I arrange a pharmacy for an open day?: Create a clear route from the entrance to registration, demonstrations, presentations and refreshments. Set up tables and chairs the day before, while securing stock and clearing workstations so visitors stay in designated areas.
What equipment do I need to test before a pharmacy open day?: Test the laptop, projector, projection screen, speaker and microphone together at least one day before the event. Also check extension cords and power strips, plus every blood pressure monitor, scale and measuring tape used in demonstrations.

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.