Animal Festival checklist and planning guide

An Animal Festival needs more than bookings and promotion. You must confirm welfare requirements, coordinate animal acts and exhibitors, manage registrations, and prepare a safe layout for people and animals. Start with the date, location and permits, then build the programme and open registration. In the final week, check the forecast, confirm deliveries, prepare chilled food and animal feed, and print the information your volunteers and visitors need.

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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

Confirm date and location
2 people
Check permits
Check animal welfare requirements
2 people
Make reservations
Confirm animal acts
2 people
Contact exhibitors
2 people
Create floor plan
2 people
Send invitations
2 people
Post online promotion
Open registrations
Publish animal rules
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Share the run-of-show
Check the weather forecast
Confirm deliveries
Check the shopping list
2 people
Check inventory supplies
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Keep chilled products cool
2 people
Portion animal feed
2 people
Print info signs
Print registration lists
Prepare Animal Check
2 people
Inspect the site
3 people
Unload tables and chairs
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Put up barriers
3 people
Set up the animal rest area
3 people
Place animal toilets
2 people
Hang up decorations
3 people
Connect sound equipment
2 people
Connect lighting
2 people
Build the catering buffet
4 people
Chill drinks
2 people
Prepare snacks
4 people
Set up information table
2 people
Set up registration desk
2 people
Welcome the animal actors
3 people
Provide animals with water
3 people
Brief volunteers
3 people
Conduct a safety check
3 people

Event

Welcome visitors
4 people
Register visitors
3 people
Explain the animal rules
2 people
Guide animal acts
4 people
Supervise children's activities
4 people
Serve catering
4 people
Refill drinks
2 people
Refill the animals' water
2 people
Check animal enclosures
2 people
Empty waste stations
2 people
Keep animal toilets clean
2 people
Provide announcements
Wave goodbye to visitors
3 people
Ensure animals leave safely
3 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Clean the grounds
5 people
Dispose of waste
2 people
Remove decorations
3 people
Dismantle furniture
5 people
Disconnect equipment
2 people
Take down party tents
5 people
Sort materials
3 people
Count inventory
2 people
Return borrowed items
2 people
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 100
Beer tablesqty 6
Blanketsqty 12
Table binsqty 12
Stoolsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Bowlsqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 18
Pitchersqty 8

Catering

Food warmersqty 4
Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 3
Mixing bowlsqty 6
Serving plattersqty 18

Decorations

Buntingqty 12
Animal balloonsqty 60
Balloon weightsqty 12
Welcome sign
Directional signsqty 12
Table décorqty 12
Name badgesqty 100

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4
Handheld megaphone

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 6

Sports equipment

Agility Tunnelsqty 2
Conesqty 20
Hoopsqty 6
Obstacle polesqty 4
Dog frisbeesqty 8
Play ballsqty 12
Treat bagsqty 100

Animal supplies

Animal water bowlsqty 12
Feed bowlsqty 8
Hay binsqty 4
Animal fencingqty 12
Dog leashesqty 8
Water containersqty 6
Hay balesqty 4
Pet towelsqty 12
Travel basketsqty 4
Dog waste bag dispensersqty 6
Poop bag rollsqty 40
Paw Cleaning Tubsqty 3
Litter boxesqty 4
Cat litterqty 2
Animal toysqty 20
Animal brushesqty 6
Collarsqty 6
Animal number tagsqty 100
Edible animal cookiesqty 4

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 6
Spongesqty 12
Dish brushesqty 4
Disinfectant sprayqty 4
Paper towelsqty 12
Hand soap dispensersqty 6
Toilet paperqty 48
Paper towelsqty 12
Rubber glovesqty 12

Information

Information boardsqty 10
Clipboard foldersqty 8
Ballpoint pensqty 24
Wristbandsqty 150
Floor plansqty 150
Program leafletsqty 150
Animal rule cardsqty 150

Safety

First aid kit
Fire extinguishersqty 2
Flashlightsqty 6
Safety vestsqty 12
Barrier tapeqty 4
Conesqty 20

Tips

Check permits and animal welfare requirements before confirming animal acts or exhibitors. Allow at least several weeks for questions, approvals or changes, especially if animals, food service or temporary structures are involved.
Create the floor plan before ordering or arranging equipment. Mark the locations of party tents, tables, chairs, clothes racks, bins, animal areas, food service and clear visitor routes so setup does not become guesswork.
Open registration only after the programme and animal rules are ready. Collect dietary requirements during registration, then print the registration lists and share the run-of-show with volunteers before the festival day.
Do the final supply check 24 to 48 hours before opening. Count reusable cups, plates, bowls, cutlery, serving equipment, coolers, ice trays, coffee equipment and food warmers rather than assuming last year’s stock is complete.
Keep temperature-sensitive items chilled until they are needed, and portion animal feed separately before the event starts. Check deliveries on arrival and keep printed information signs and registration lists in a dry, accessible place.

Frequently asked questions

How early should I start planning an Animal Festival?: Start at least 8 to 12 weeks before the festival. Use the first weeks to confirm the date and location, check permits and welfare requirements, book acts and exhibitors, and create the initial floor plan.
When should I open registration for an Animal Festival?: Open registration after the programme, animal rules and location details are confirmed, usually 4 to 6 weeks before the event. Collect dietary requirements at the same time so catering can be planned before shopping.
What should I check the day before an Animal Festival?: Check the weather forecast, confirm deliveries, review the shopping list and count all supplies 24 hours beforehand. Set up non-perishable items, prepare signs and registration lists, and make sure chilled products have enough cooler space.
How many volunteers do I need for an Animal Festival?: Assign volunteers by function rather than relying on one general helper list: registration, visitor guidance, animal areas, exhibitors, food service and cleanup. Finalise the assignments and share the run-of-show at least 3 to 7 days before the event.

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.