Animal fair checklist: what to arrange and when

An animal fair needs more preparation than a standard market because exhibitors, visitors and animals all follow different requirements. Set the date and opening hours first, then secure the venue, check permits and confirm animal welfare rules before inviting exhibitors. Registrations, species records, floor planning and catering need firm deadlines so nothing is left to the final week. Use this checklist to coordinate exhibitors, volunteers, visitor information and animal care supplies from setup through closing.

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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 date and opening hours
Reserve venue
Check permits
Check animal welfare requirements
2 people
Draft participant terms and conditions
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open online registrations
Process registrations
2 people
Confirm exhibitors
Register animal species
2 people
Collect dietary requirements
Book catering
Assign table numbers
2 people
Create floor plan
2 people
Publish visitor information
Check pet passports
2 people
Send exhibitor letter
Assign volunteers
2 people
Print contact list
Prepare name badges
2 people
Print signage
Prepare cash
Do the shopping
2 people
Check animal enclosures
2 people
Chill drinks
2 people
Prepare materials
3 people

Event

Open venue
2 people
Set up the reception area
3 people
Set up tables
4 people
Set up chairs
3 people
Mark stalls
2 people
Build animal enclosures
4 people
Set up drink stations
2 people
Set up the rest area
2 people
Hang up information signs
2 people
Set up signage
2 people
Hang up decorations
2 people
Test presentation equipment
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Welcome exhibitors
3 people
Register animals and materials
3 people
Allow animals to acclimatize safely
3 people
Staff access points
3 people
Welcome visitors
4 people
Hand out program information
2 people
Carry out animal welfare rounds
3 people
Check drinking water
2 people
Support exhibitors
2 people
Facilitate presentations
2 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Maintain calm and smooth flow
2 people
Inform last visitors
2 people
Let animals leave calmly
3 people
Check out exhibitors
3 people
Close the register
2 people

Aftercare

Catering breakdown
3 people
Dismantle animal enclosures
4 people
Remove decorations
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the floors
3 people
Clean the restrooms
2 people
Return venue keys
Return rental items
2 people
Store leftover food
2 people
Register lost and found items
Inform vendors about aftercare
Carry out final settlement
2 people
Archive animal registration
Respond to visitor messages

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 8
Registration desk
Clothes racksqty 4
Waste binsqty 12
Fence panelsqty 20
Transport cartsqty 3

Animal care

Animal enclosuresqty 30
Transport boxesqty 12
Drinking bowlsqty 40
Feed bowlsqty 30
Water jugsqty 6
Hay netsqty 12
Animal scoopsqty 4
Towelsqty 30
Absorbent matsqty 40
Ground coverqty 8
Rest stallsqty 4
Cleaning bucketsqty 6
Animal brushesqty 6
Nitrile glovesqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Soup ladlesqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 12
Thermos bottlesqty 4

Equipment

Laptopsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 10
Presentation screensqty 2
Portable speakersqty 2
Microphonesqty 2
Charging stationsqty 3

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Table signsqty 30
Information boardsqty 12
Name badgesqty 80
Badge holdersqty 80
Tableclothsqty 24
Postersqty 20
Directional signsqty 16
Cable tiesqty 100
Tapeqty 12

Cleaning

Mopsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Cleaning cartsqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set exhibitor and visitor deadlines at least 2 weeks before the fair. This gives you time to process registrations, confirm exhibitors, collect dietary requirements and create table numbers and a workable floor plan.
Check animal welfare requirements before accepting registrations, not after. Confirm which species are attending, review pet passports where required and make sure enclosures, rest stalls, drinking bowls and feed bowls match the animals booked in.
Create the floor plan at least 7 days before opening. Leave clear routes for transport carts, position fence panels and animal enclosures away from crowded registration areas, and include space for cleaning and animal rest.
Send the exhibitor letter and visitor information 5–7 days before the event. Include opening hours, arrival instructions, table numbers, animal documentation requirements and what exhibitors should bring themselves.
Prepare the final operations pack the day before. Print the contact list, name badges and signage, count cash, check cleaning buckets, gloves, absorbent mats and towels, and test coffee machines and kettles before doors open.

Frequently asked questions

How far in advance should I organise an animal fair?: Start planning at least 8–12 weeks ahead. Book the venue, check permits and animal welfare requirements first, then allow time for exhibitor invitations, registrations, catering and the floor plan.
When should animal fair exhibitors be confirmed?: Aim to confirm exhibitors 2–3 weeks before the fair. By then you should know the animal species, table requirements, dietary needs and any documentation that must be checked.
What should be ready the day before an animal fair?: Finish the floor plan, signage, name badges, contact list and cash preparation the day before. Also check every enclosure, transport box, water jug, feed bowl, cleaning item and catering appliance.
How many volunteers do I need for an animal fair?: Plan at least 1 volunteer for registration, 1 for exhibitor support and 1 for animal-area checks during each opening shift. Add one extra person if the fair has several animal areas or more than 50 exhibitors.

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.