Pharmacy open day checklist: what to arrange and when

A pharmacy open day needs more than invitations and refreshments. You need a clear programme, a reliable registration process and rooms that are ready for visitors without exposing stock or disrupting the pharmacy. This checklist follows the work from setting the date through preparing demonstrations, catering, signage and the final room setup. Use it to spot the details that are often left until the last day, such as dietary requirements, parking information, equipment testing and chilled products.

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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

Set the date and program
2 people
Register open day with the team
Design invitations
Send invitations
2 people
Publish open day online
Process registrations
Collect dietary requirements
Confirm registrations
Determine catering quantities
2 people
Check the shopping list
Print promotional materials
Create route and parking information
Make reservations for materials
Do the shopping
2 people
Check expiration dates
Purchase refrigerated products
Tidy up the pharmacy rooms
3 people
Secure stock behind the counter
2 people
Clear workstations
2 people
Prepare presentations
2 people
Lay out brochures and demonstration materials
2 people
Create a health quiz
Prepare name badges
Set up tables
3 people
Set up chairs
2 people
Set up the reception desk
2 people
Set up information stands
4 people
Hang decorations
2 people
Test sound and presentation
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Set out tableware and cutlery
2 people
Check toilets
Check safety and escape routes
2 people
Brief the team
3 people

Event

Welcome visitors
3 people
Explain the program
Staff the information stands
4 people
Oversee health measurements
2 people
Give Product Demonstrations
2 people
Lead the health quiz
Serve snacks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
Remove waste regularly
Wave goodbye to visitors
3 people

Aftercare

Dismantle materials
4 people
Wash dishes
2 people
Store leftovers safely
2 people
Clean rooms
3 people
Collect and remove waste
2 people
Check refrigerated products
Return borrowed materials
2 people
Sort leftover materials
2 people
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 programme before sending invitations, including presentation times, demonstrations and the health quiz. Visitors need enough information to register, while your team needs a fixed schedule for preparing each activity.
Close registrations early enough to determine catering quantities and collect dietary requirements. Confirm the final attendee list before shopping, rather than guessing how many plates, cups and servings you will need.
Check practical access information several days before the event. Publish the route and parking details, reserve tables or other materials in time, and use bollards if visitors need to be guided safely around the entrance.
Prepare the pharmacy for visitors without leaving stock or sensitive work areas exposed. Secure stock behind the counter, clear workstations and tidy the rooms before laying out brochures, demonstration materials and name badges.
Test presentations and demonstrations before opening time, including the laptop, projector, screen, speaker, microphone, extension cords and power strips. Check blood pressure monitors, scales and measuring tapes as well, so visitors are not waiting while equipment is set up.

Frequently asked questions

How far in advance should I plan a pharmacy open day?: Set the date and programme at least 4 to 6 weeks in advance. Send invitations early enough to collect registrations and dietary requirements, then confirm the final numbers before ordering or buying catering.
How do I calculate catering for a pharmacy open day?: Base the quantities on confirmed registrations, then add a small buffer of about 5 to 10 percent. Check dietary requirements before shopping and buy refrigerated products close enough to the event that they remain within their use-by dates.
What equipment is needed for a pharmacy open day?: Allow time to test the laptop, projector, projection screen, speaker and microphone before visitors arrive. For health demonstrations, prepare the blood pressure monitors, scales and measuring tapes, plus extension cords and power strips where needed.
When should the pharmacy rooms be prepared?: Complete the main tidying, stock security and workstation clearing on the day before the open day. Set up tables, chairs, brochure racks and demonstration materials several hours before opening, leaving time for an equipment check and final signage.

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