What to Buy for an Adoption Fair
An adoption fair needs more than cages and registration forms. Visitors need clear information, animals need safe enclosures, and volunteers need a workable setup for several hours. Plan supplies by animal type, expected attendance, and the number of participating organizations. As a starting point, provide one water bowl and one feeding bowl per animal, plus at least 10% spare supplies. Arrange power, waste collection, refreshments, and printed forms before shopping day so missing items do not delay opening.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Tablesqty 12
- Folding chairsqty 40
- Beer tablesqty 4
- Blanketsqty 12
- Barrier postsqty 16
- Barrier tapeqty 4
- Changing boothsqty 2
Tableware
- Reusable cupsqty 120
- Coffee cupsqty 80
- Platesqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Extension cordsqty 4
- Power stripsqty 4
- Handheld megaphone
Animal supplies
- Dog kennelsqty 8
- Cat carrierqty 8
- Rabbit runsqty 4
- Dog leashesqty 12
- Collarsqty 12
- Animal water bowlsqty 16
- Animal feeding bowlsqty 16
- Animal cushionsqty 12
- Towelsqty 24
- Litter boxesqty 8
- Clean cat litter boxesqty 8
- Hay binsqty 4
- Animal toysqty 24
- Transport cagesqty 6
- Dog waste bag dispensersqty 4
Decorations
- Information standsqty 12
- Directional signsqty 12
- Name badgesqty 60
- Tableclothsqty 12
- Buntingqty 8
- Balloonsqty 80
- Balloon weightsqty 8
Lighting
- LED light stringsqty 8
- LED lampsqty 8
- Batteriesqty 24
Office supplies
- Clipboardsqty 12
- Pensqty 30
- Notepadsqty 12
- Envelopesqty 100
- Printer paperqty 500
- Tapeqty 6
- Scissorsqty 4
- Ropeqty 2
- Storage foldersqty 12
Cleaning
- Waste binsqty 8
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 4
- Disinfectant sprayqty 6
- Hand soap dispensersqty 6
- Paper towel holdersqty 4
Safety
- First aid kitsqty 2
- Work glovesqty 12
- Safety vestsqty 8
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Non-alcoholic wine - 3 bottles
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Mandarins - 3 kilo
- Mini muffins - 100 pieces
- Apple pie - 6 pieces
- Vegan brownies - 4 boxes
- Gluten-free cookies - 4 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 6 bags
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper snack bags - 200 pieces
- Takeaway containers - 100 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Ice cubes - 10 bags
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 5 rolls
- Dog waste bags - 20 rolls
- Cat litter - 4 bags
- Dog biscuits - 6 bags
- Cat kibble - 4 bags
- Dog kibble - 4 bags
- Rabbit hay - 4 bags
- Vegetables for rabbits - 8 kilos
- Disinfectant wipes - 12 packs
- Hand sanitizer - 8 bottles
- Tissues - 12 packs
Tips
- Prepare one complete care station for every animal area: water and feeding bowls, bedding or cushions, towels, leads or carriers, and cleaning supplies. Add at least 10% extra bowls and towels for replacements during the day.
- Plan visitor service for the full opening period, not just the first hour. Allow two to three drinks per person during the first hour, then add roughly one drink per person for each following hour.
- Bring one printed information sign for each organization or animal area, plus 10% extra copies for damaged or misplaced signs. Keep adoption forms, registration papers, and pens together at a staffed table.
- Use barriers to separate visitor queues and animal spaces. Leave at least one clear access route for handlers and volunteers, and check every enclosure before animals arrive.
- Reserve electrical equipment and cables together at least one week ahead. Count coffee machines, kettles, extension cords, and power strips by outlet location rather than assuming one central socket will cover the whole fair.
Frequently asked questions
- What supplies do I need for an adoption fair?
- You need animal enclosures, carriers or runs, leads, collars, bowls, bedding, towels, and litter boxes as needed. Also plan tables, chairs, barriers, reusable cups, coffee equipment, signs, forms, and waste supplies. Match quantities to the number of animals, organizations, volunteers, and visitors.
- How many water bowls do I need for an adoption event?
- Provide one water bowl per animal, with at least 10% extra. For 30 animals, prepare at least 33 water bowls, and keep clean replacements available throughout the event.
- How much food and drink should I buy for an adoption fair?
- For the first hour, allow two to three drinks per person, then about one drink per person for each additional hour. Set catering quantities after collecting dietary requirements, and buy or confirm supplies at least two to three days before the fair.
- When should I prepare the adoption fair shopping list?
- Make the first complete list at least two weeks before the event, when the animal count and participating organizations are known. Recheck it after registrations close and finish shopping or reservations no later than one week before setup.
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