Animal Clinic Open Day Checklist

An animal clinic open day needs more than a welcome desk and a few demonstrations. Set the programme early, then connect registration numbers to tour routes, volunteer shifts, refreshments and room capacity. Confirm veterinarians, suppliers, permits and insurance before invitations go out. On the day itself, keep animal welfare separate from visitor flow: prepare quiet areas, clear signs and short demonstrations so guests can follow the programme without crowding the animals.

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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
Communicate opening hours
Send invitations
2 people
Open online registration form
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Determine tour routes
2 people
Plan demonstrations
2 people
Confirm speakers and veterinarians
2 people
Make reservations
Check permits
Check insurance
Confirm suppliers
Have printed materials made
Print floor plan
Prepare name badges
2 people
Lay out information leaflets
2 people
Select animals for demonstrations
2 people
Check animal welfare
2 people
Make tour signs
Prepare quiz and children's activities
2 people
Do the shopping
2 people
Check stock and materials
2 people
Fill refrigerators and coolers
2 people
Prepare snacks
3 people
Thoroughly clean the venue
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception desk
2 people
Signpost the tour route
2 people
Set up demonstration spaces
3 people
Set up kids' corner
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Test sound and microphones
2 people
Conduct a safety check
2 people
Briefing for reception team
3 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Guide tours
4 people
Provide veterinary demonstrations
3 people
Answer visitors' questions
3 people
Supervise children's activities
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check sanitary areas
Wave goodbye to visitors
3 people
Calmly return the animals
3 people

Aftercare

Catering breakdown
3 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sort and remove waste
3 people
Clean the venue
4 people
Count and store materials
2 people
Return rental items
2 people
Store leftover groceries
2 people
Register lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentqty 2
Tablesqty 10
Chairsqty 60
Beer tablesqty 4
Folding counter
Stoolsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4
Serving traysqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Laptop
Monitor screen
Portable fansqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Storage binsqty 12
Serving tongsqty 8
Washing-up basinsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 6
Information boardsqty 12
Directional signsqty 10
Chalkboardsqty 4
Name badgesqty 40
Clipboardsqty 6
Pensqty 30
Information leafletsqty 250
Program leafletsqty 150
Quiz formsqty 100
Stickersqty 200
Coloring pagesqty 100
Colored pencilsqty 30
Color markersqty 30
Craft paperqty 2

Lighting

LED string lightsqty 6
LED lampsqty 8
Flashlightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand sanitizer dispensersqty 6
Hand soap dispensersqty 4
Waste binsqty 8
Dog poop bagsqty 500

Catering

Groceries

Tips

Set the opening hours and programme before sending invitations, then close or review online registration early enough to print name badges and prepare dietary information. A final headcount also tells you how many volunteers, chairs and refreshments to arrange.
Create tour routes with fixed start times and a maximum group size. Print the floor plan and place signs at every decision point so visitors do not interrupt consultations, treatment areas or animal rest spaces.
Confirm each veterinarian, speaker and demonstration at least 7 days ahead, including arrival time, equipment and the subject of the talk. Select animals only after checking that the demonstrations are suitable for their welfare and temperament.
Test the practical setup before doors open: coffee machines, kettles, microphones, speakers, screens, extension cords and cable reels. Keep cables secured and leave a clear route for visitors, staff and animals.
Prepare refreshments and children’s activities separately from clinical areas. Fill coolers and refrigerators shortly before opening, and set out leaflets, quiz materials and washing-up supplies where volunteers can replenish them without leaving their posts.

Frequently asked questions

How far in advance should I plan an animal clinic open day?: Set the date and programme at least 6 to 8 weeks ahead. Use the first weeks for permits, insurance, suppliers, veterinarians and registration; confirm numbers and volunteer shifts during the final 7 days.
How many volunteers do I need for an animal clinic open day?: Plan at least 1 volunteer for registration, 1 for refreshments and 1 for each active tour group or demonstration area. For a smooth visitor flow, add a coordinator and keep one person available to handle late arrivals or urgent changes.
When should registration close for an animal clinic open day?: Close registration 3 to 5 days before the event if you need printed name badges, dietary details or fixed tour groups. Keep a small number of places available only if the building and animal welfare limits allow it.
How long should animal demonstrations last?: Aim for 10 to 15 minutes per demonstration, followed by time for questions and moving the group. Schedule breaks of at least 15 minutes between sessions so animals can rest and staff can reset the area.

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.