Animal shelter open day checklist

An open day at an animal shelter needs careful coordination: visitors, volunteers and animals all use the same space and schedule. Set the programme before inviting people, then organise tours, children’s activities, parking and registration around the animals’ rest periods. This checklist also covers volunteer briefings, adoption files, welfare rules, signage, donations and practical supplies such as tents, barriers, crates and payment equipment. Use it to work through the plan in order and avoid last-minute gaps on the day.

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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
Reserve party tents
Recruit volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Publish event online
Open the registration form
Reserve parking spaces
Plan animal tours
2 people
Plan activities for children
2 people
Process registrations
Collect dietary requirements
Create the volunteer schedule
2 people
Brief guides
2 people
Draw up animal welfare rules
2 people
Create floor plan
Design signage
Gather information materials
2 people
Check adoption files
2 people
Select donation items
2 people
Have printed materials made
Arrange cash for change
Prepare visitor registration
2 people
Select Animals for Tours
3 people
Let animals rest separately
2 people
Check stock
2 people
Do the shopping
2 people
Store groceries refrigerated
2 people
Prepare snacks
3 people
Prepare information tables
2 people
Clean the venue
3 people
Check animal enclosures
3 people
Set up tents and equipment
3 people
Set up tables
3 people
Set up chairs
3 people
Hang decorations
2 people
Set up signage
2 people
Connect sound equipment
2 people
Install lighting
2 people
Set up registration desk
2 people
Set up donation table
2 people
Prepare coffee and tea
2 people
Display snacks
2 people
Set up the animal rest area
2 people
Give volunteer briefing
3 people

Event

Welcome visitors
3 people
Register visitors
2 people
Explain the program
Guide tours
4 people
Provide adoption information
3 people
Supervise children's activities
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Monitor animal rest
3 people
Register donations
2 people
Sell merchandise
2 people
Supervise the photo corner
Empty trash bins
2 people
Check toilets
Wrap up guided tours
4 people
Wave goodbye to visitors
3 people
Bring the animals back
3 people
Secure cash and donations
2 people

Aftercare

Catering breakdown
3 people
Sort materials
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Turn off the sound equipment
2 people
Dismantle lighting
2 people
Wash dishes
3 people
Clean the venue
4 people
Clean animal enclosures
3 people
Return party tents
2 people
Return borrowed equipment
2 people
Store leftover catering
2 people
Process donation records
2 people
Sort lost property
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 60
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8
Dog Fencesqty 6
Animal crateqty 4
Rest matsqty 6
Parasol basesqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Mugsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Storage binsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Mobile payment terminal
Notice boardsqty 4
Whiteboard

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Serving jugsqty 4
Thermos flasksqty 4
Ice packsqty 12
Aluminum foilqty 2
Food storage containersqty 10

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Photo backdrop
Chalkboardsqty 6
Donation boxesqty 3
Adoption signsqty 12
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12
Hand sanitizer pumpsqty 6
Cleaning clothsqty 20

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 6

Catering

Groceries

Tips

Set the date and programme before sending invitations. Include fixed animal tour times, children’s activities, registration details and visitor limits so you can process registrations and brief volunteers against one clear schedule.
Recruit volunteers early enough to build a complete schedule. Assign separate people to reception, tours, activities, refreshments, donations and animal rest areas rather than expecting one person to cover several posts at once.
Plan the visitor route before setting up tables and tents. Keep dog fences, crates and rest mats away from busy entrances, and mark tour routes, toilets, registration and donation points with clear signs.
Prepare animal information and adoption files before printing materials. Check every file, select the animals suitable for tours, and arrange separate quiet rest periods so animals are not kept on display all day.
Test the practical setup at least one day before opening. Check coffee machines, kettles, coolers, speakers, microphones, extension cords, power strips and the mobile payment terminal, and arrange cash for change before visitors arrive.

Frequently asked questions

How far in advance should I plan an animal shelter open day?: Start planning at least 6 to 8 weeks ahead. Set the date and programme first, then allow time to recruit volunteers, publish the event, open registration, prepare printed materials and create the final volunteer schedule.
How many volunteers do I need for an animal shelter open day?: Plan at least one assigned volunteer for each active area: reception, animal tours, children’s activities, refreshments, donations and animal rest supervision. Add one coordinator and schedule breaks, especially if the open day lasts more than 4 hours.
How should animal tours be scheduled during an open day?: Use fixed tour slots rather than allowing visitors to enter animal areas continuously. Leave at least 15 to 30 minutes between busy groups for cleaning, resetting the route and giving the animals a quiet rest period.
What should I prepare for visitor registration and donations?: Prepare the registration process at least 1 week before the event and decide which visitor details you need. Set up a clearly marked donation point, printed information, selected donation items, a mobile payment terminal and cash for change before opening.

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.