1. Estimate interest before choosing a date

Ask employees whether they are interested in an on-site flu vaccination. Keep the question voluntary and explain that a pharmacist will check individual suitability before vaccination.

For planning, you need an approximate number of attendees, not employees’ medical information. If your team works across different sites or shifts, estimate numbers separately for each group. This makes it easier to discuss clinic timings and staffing.

2. Share your workplace requirements

Give Immuvax your site towns or postcodes, expected numbers, preferred dates and normal working hours. Flag relevant access arrangements, such as reception check-in, parking or steps on the way to the clinic room.

Let us know how employees will be released from their work. An office team may use appointment slots, while an operational team may need attendance coordinated around shifts. We will agree a practical plan together.

3. Prepare the clinic room

  • A quiet, private room for confidential consultations.
  • A desk and two chairs.
  • Access to an electrical socket.
  • A nearby waiting area that does not crowd the consultation space.
  • A named workplace contact to coordinate arrivals.

We bring the vaccination equipment and portable vaccine fridge. Confirm the room arrangements with us in advance so any additional requirements can be discussed before the visit.

4. Allow enough time

For an initial estimate, allow approximately three minutes per vaccination with one vaccinator. For example, 50 vaccinations represent around two hours and 30 minutes of vaccination time, before allowing for setup, longer consultations and delays.

Use the clinic-time planner as a starting point. The final schedule is agreed with Immuvax and may change depending on your team and staffing arrangements.

5. Give employees clear information

Tell employees the date, location, attendance arrangements and who to contact with practical questions. Make clear that participation is voluntary and clinical questions can be discussed privately with the pharmacist.

Keep workplace communications separate from medical screening. Do not ask employees to share allergies, medicines or medical histories in a group message or with their line manager just to organise attendance.

Immuvax can provide materials to help promote the clinic. Discuss what would be useful for your workplace when planning the visit.

6. Confirm the details before the visit

Check the agreed quote, expected attendance, room, timings, arrival instructions and workplace contact. Tell us about significant changes before clinic day so we can discuss the plan.

Read our guide to workplace flu vaccination costs for the details to check in your quote. If you have not yet arranged a clinic, explore our Yorkshire service and send an enquiry.