What you need for a pharmacy fair

A pharmacy fair needs more than exhibitor tables and brochures. Plan supplies for registration, booth setup, lectures, catering, visitor flow and badge printing from the start. Equipment such as projectors, wireless microphones, scanners and power strips is easy to overlook until exhibitors and speakers arrive. Use this shopping list alongside the floor plan and exhibitor details, then check quantities again after registrations close.

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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
- Coffee beans - 8 packs
- Tea bags - 300 pieces
- Black tea - 4 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Sugar - 4 kilogram
- Sweeteners - 4 boxes
- Semi-skimmed milk - 20 liters
- Oat milk - 10 liters
- Lemons - 5 kilograms
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 30 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Apple juice - 20 packs
- Orange juice - 20 cartons
- Alcohol-free beer - 60 bottles
- White beer - 48 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 6 kilograms
- Mandarins - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Cucumbers - 4 kilogram
- Carrots - 4 kilograms
- Bell pepper strips - 4 kilograms
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 4 kilograms
- Mature cheese - 4 kilogram
- Chicken breast slices - 3 kilograms
- Smoked salmon - 2 kilogram
- Egg salad - 10 tubs
- Whole wheat bread - 20 loaves
- White Bread - 12 loaves
- Multigrain bread - 12 loaves
- Whole wheat wraps - 10 packs
- Mini pistolets - 300 pieces
- Mini croissants - 200 pieces
- Unsalted butter - 2 kilograms
- Jam - 6 jars
- Peanut butter - 4 jars
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Pesto - 6 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Toast crackers - 15 packs
- Wholegrain crackers - 15 packs
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Nut mix - 6 bags
- Cookies - 12 packs
- Muesli bars - 200 pieces
- Dark chocolate - 4 kilograms
- Milk chocolate - 4 kilogram
- Mini muffins - 200 pieces
- Vegan muffins - 60 pcs
- Gluten-free crackers - 8 packs
- Gluten-free sandwiches - 40 pieces
- Vegan sandwich spread - 12 tubs
- Vegan wraps - 6 packs
- Vegan cheese - 2 kilograms
- Vegetarian spread - 10 tubs
- Skewers - 500 pieces
- Napkins - 1000 pieces
- Paper coffee cups - 400 pieces
- Paper water cups - 400 pieces
- Stirrers - 500 pieces
- Paper plates - 300 pieces
- Trash bags - 100 pieces
- Large trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Disinfectant wipes - 12 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Tips

Prepare at least one registration desk for each busy entrance and keep a laptop, badge reader, label printer and handheld scanners together at check-in. Test every device before doors open.
Match the number of trade fair tables, chairs, bar stools, display walls and brochure racks to the confirmed booth layout, not to an early estimate. Recheck booth dimensions before ordering or moving furniture.
Allow one presentation table, projector, projection screen and wireless microphone for each lecture room. Bring a mixer, speakers and extension cords, and test the full setup at least 2 hours before the first session.
Order coffee cups, water glasses, plates, forks, knives, spoons and serving utensils for the confirmed visitor and exhibitor count, then add a 10% buffer. Keep coolers and coffee machines near catering but outside the main visitor route.
Print badges only after the final participant list is approved, preferably 1 day before the fair. Pack spare badge stock, power banks and clearly labelled power strips so registration can continue if a device loses power.

Frequently asked questions

What do I need for a pharmacy fair booth?: Plan trade fair tables, chairs or bar stools, display walls and brochure racks for each exhibitor. Confirm the booth dimensions and layout at least 1 week before the fair so furniture and printed materials fit.
How much catering should I order for a pharmacy fair?: Base the order on the final registered visitor and exhibitor count, including collected dietary requirements, and add about 10% for late arrivals and replacements. Confirm the quantities with the caterer 2 to 3 days before the event.
Which equipment is needed for pharmacy fair presentations?: Each lecture room needs a laptop, projector, projection screen, wireless microphone and speakers. Add a mixer, extension cords and power strips, and complete a sound and image test at least 2 hours before the program starts.
When should pharmacy fair badges be printed?: Print badges after registrations close and the final participant list is checked, usually 1 day before the fair. Keep spare labels and badge stock on site for walk-ins, corrections and damaged badges.

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