Pharmacy Fair Checklist

A pharmacy fair depends on tight coordination between exhibitors, visitors, speakers and suppliers. Start with the date, venue and floor plan, then build the exhibitor and visitor registration process around the space available. In the final weeks, confirm booth dimensions, catering numbers, presentations, access rules and signage. This checklist covers the 74 tasks and 63 items needed to move from the first arrangements to a workable event day setup.

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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

Confirm date and location
2 people
Create the trade show floor plan
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect exhibitor information
2 people
Check booth dimensions
2 people
Compile lecture program
2 people
Confirm speakers
Collect presentations
Book catering
Prepare security instructions
2 people
Set access policy
2 people
Design badges
Design route signs
Send promotional emails
Create final participant list
2 people
Confirm booth layout
2 people
Report catering quantities
Inventory materials
2 people
Check the shopping list
Print badges
2 people
Assemble info packs
3 people
Assemble exhibitor packs
3 people
Do the shopping
2 people
Test the equipment
2 people
Chill drinks
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up registration desk
3 people
Set up tables
4 people
Set up chairs
4 people
Set up exhibition walls
4 people
Set up exhibitor booths
8 people
Set up product displays
4 people
Set up the presentation area
3 people
Connect audiovisual equipment
2 people
Hang up signage
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Brief the registration team
2 people
Welcome exhibitors
4 people
Register visitors
4 people
Hand out badges
2 people
Announce the opening
Inform visitors
3 people
Host lectures
2 people
Manage microphones
Start presentations
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
2 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Monitor visitor flow
2 people
Announce the closing
Check out exhibitors
3 people

Aftercare

Take down exhibitor booths
8 people
Switch off equipment
2 people
Collect materials
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Clean floors
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Archive registration details
Send thank-you messages
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 every booth. Mark trade fair tables, display walls, registration desks, presentation areas and clear routes, then check each exhibitor’s dimensions against the available space.
Open visitor registration early and keep one current list. Collect dietary requirements with the registration form, and set a deadline at least 7 days before the fair so catering quantities can be reported accurately.
Treat the lecture programme as a separate production schedule. Confirm each speaker, collect presentations in advance, and test the laptop, projectors, screens, microphones, speakers and mixer before doors open.
Prepare the registration point for the busiest 30 minutes. Place printed badges, a badge reader or handheld scanners, a label printer and enough power strips where staff can reach them without blocking visitor flow.
Do a final inventory 2 to 3 days before the fair, not on the morning itself. Check extension cords, power banks, coffee machines, cups, glasses, plates, cutlery, serving utensils and coolers against the shopping list.

Frequently asked questions

How early should I start organising a pharmacy fair?: Start at least 12 weeks before the fair. Confirm the date and location first, then allow time for exhibitor invitations, visitor registration, the lecture programme, catering and printed badges.
When should pharmacy fair exhibitors receive their booth details?: Send the confirmed booth layout at least 14 days before the event. Ask exhibitors to verify their booth dimensions and information before you finalise signs, floor markings and the participant list.
When should I close catering numbers for a pharmacy fair?: Set the catering deadline 7 days before the fair. Use the latest visitor registrations, exhibitor information and collected dietary requirements to report quantities for food, coffee and drinks.
What should I test before a pharmacy fair opens?: Complete the technical and access check at least 1 day before opening, with a final walk-through on the morning itself. Test presentation equipment, microphones, scanners, badge printing, power connections and the route signs.

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.