Animal shelter open day checklist

An open day combines public hosting with careful animal care, so the visitor schedule and shelter routine must fit together. Set the programme first, then organise registrations, volunteers and guided tours before preparing the site. In the final week, check animal records and vaccination status, confirm the presentation animals, and test donations and checkout. On the day, finish enclosure cleaning, refreshments, signs and safety briefings before visitors arrive.

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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
Send invitations
2 people
Publish open day online
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Plan guided tours
2 people
Select animals for the presentation
2 people
Check animal records
2 people
Check vaccination status
2 people
Set the route for visitors
2 people
Prepare safety instructions
2 people
Brief guides
2 people
Test the checkout and donation procedure
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out name badges
Extra animal care
3 people
Clean animal enclosures
4 people
Temporarily keep animals away
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Place information signs
2 people
Hang decorations
3 people
Mark off the visitor route
2 people
Set up the reception desk
2 people
Set up the donation point
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Prepare animal presentations
3 people
Give volunteer briefing
2 people
Let the animals settle in calmly
3 people

Event

Welcome visitors
3 people
Register sign-ups
2 people
Explain visitor rules
2 people
Guide tours
4 people
Handle animal presentations
3 people
Provide adoption information
2 people
Register donations
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Guide visitor flow
2 people
Give animals rest breaks
3 people
Return animals after the event
3 people
See off the last visitors
2 people
Open the evening program
2 people
Lead the presentation for visitors
2 people
Serve evening catering
3 people
Keep drinks topped up
2 people
Close the donation point
2 people
See off guests
2 people

Aftercare

Collect tableware
3 people
Clean up catering
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Clean the venue
4 people
Check animal enclosures
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store donations securely
2 people
Process registration details
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Tableclothsqty 12
Clothes racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 30
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone
Laptop
Presentation screen

Animal supplies

Transport benchesqty 6
Dog leashesqty 8
Collarsqty 8
Water tubsqty 12
Feed bowlsqty 12
Animal blanketsqty 12
Animal toysqty 20
Dog waste bag dispensersqty 4
Travel basketsqty 4
Towelsqty 20
Feeding bowl matsqty 8

Safety

Bollardsqty 12
Barrier tapeqty 4
Vests for volunteersqty 20
First aid kit
Hand sanitizer stationsqty 6
Rubber glovesqty 4

Decorations

Balloonsqty 100
Balloon pumpsqty 2
Buntingqty 8
Animal silhouettesqty 20
Flower arrangementsqty 6

Communication

Information boardsqty 12
Direction arrowsqty 20
Program postersqty 20
Name stickersqty 100
Pensqty 20
Clipboardsqty 8
Registration formsqty 150
Adoption brochuresqty 300
Donation boxesqty 3

Lighting

LED string lightsqty 6
LED lanternsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 30

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 8
Ice packsqty 20

Catering

Groceries

Tips

Set the programme and visitor route before assigning volunteers. Give each guide a defined tour slot, and leave enough time between groups to return animals safely and answer questions.
Check animal records and vaccination status at least 7 days before the event. Confirm the final presentation animals again on the morning of the open day, since health or stress levels can change.
Test the checkout and donation procedure 2–3 days beforehand, including the laptop, payment setup and any presentation equipment. Keep a manual backup process ready in case the connection or device fails.
Plan refreshments by counting registered visitors, volunteers and staff separately. Chill drinks several hours before opening, and check dietary requirements before buying snacks or setting out reusable tableware.
Complete extra animal care and clean the enclosures before setting up visitor areas. Temporarily keep animals away from busy routes, and place safety instructions where visitors meet guides or enter viewing areas.

Frequently asked questions

How far in advance should I plan an animal shelter open day?: Start 6–8 weeks ahead if invitations, online promotion and registrations are involved. Finalise volunteers, tours and presentation animals at least 7 days before the event.
How many volunteers do I need for an animal shelter open day?: Plan at least one volunteer for each guided tour group, plus separate people for registration, donations, refreshments and animal care. Add one floating volunteer for breaks and unexpected tasks.
When should I check the animals for the open day?: Check records and vaccination status during the week before the event, then review the selected animals again on the day. Animals showing illness, stress or unsafe behaviour should not be used in presentations.
When should I set up an animal shelter open day?: Set up tents, tables, chairs, signs and equipment on the day before when possible. Finish cleaning, animal care, refreshments and final safety checks 1–2 hours before visitors arrive.

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