Animal show checklist: organise every detail

An animal show needs more than a program and a few display areas. You must coordinate handlers, animal registrations, welfare rules, judging, visitor routes and emergency arrangements before the day begins. This checklist puts the work in a practical order, from confirming the date and venue to preparing animal zones, signage and volunteer instructions. It also helps you spot details that are often left until the last week, such as dietary requirements, insurance checks, veterinarian contact details and equipment for water, feed and waste.

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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 and notifications
Invite animal handlers
2 people
Send participant terms and conditions
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register animals and breeds
2 people
Create the program and schedule
2 people
Book judges and presenter
2 people
Record the veterinarian's contact details
Confirm reservations
Check insurance details
Create site map
2 people
Set up animal zones
2 people
Determine visitor routes
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Prepare safety instructions
2 people
Draw up animal welfare rules
2 people
Compile emergency numbers
Design signage
Prepare program booklets
2 people
Prepare name badges
Arrange prizes and certificates
2 people
Do the shopping
3 people
Check animal feed
2 people
Purchase refrigerated products
2 people
Inform animal keepers again
Check the weather forecast
Set up tents and materials
3 people
Inspect grounds and surface
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up animal stalls
4 people
Set up barriers and fences
3 people
Set up water points for animals
2 people
Set up feed and care station
2 people
Mark off the demonstration area without a stage
2 people
Hang up information signs
2 people
Hang up decorations
2 people
Test sound system
2 people
Check the lighting
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up registration desk
2 people
Prepare prizes and certificates
Give a briefing to all staff
4 people

Event

Welcome animal keepers
3 people
Guide animals to their enclosures
4 people
Register visitors
3 people
Hand out program booklets
2 people
Deliver the opening presentation
2 people
Guide Animal Rounds
4 people
Guide demonstrations
4 people
Monitor animal welfare
3 people
Answer audience questions
2 people
Guard access to animal areas
3 people
Giving the animals water
2 people
Check animal enclosures
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
Collect jury scores
2 people
Collect audience votes
2 people
Announce the winners
2 people
Hand out certificates and prizes
3 people
See off the animal keepers
3 people
Ensure animals leave safely
4 people
Guide visitors to the exit
2 people
Do the Final Animal Round
2 people

Aftercare

Close catering
3 people
Pack supplies
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean animal enclosures
3 people
Collect and sort waste
3 people
Clean the grounds
4 people
Remove decorations
2 people
Dismantle the sound system
2 people
Turn off lights
Take down tents
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect lost items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 100
Bar stoolsqty 6
Registration desk
Waste binsqty 8
Clothes racksqty 2
Tableclothsqty 12

Animal supplies

Animal enclosuresqty 16
Transport cagesqty 8
Dog crateqty 4
Drinking bowlsqty 20
Feed bowlsqty 16
Water containersqty 6
Hay binsqty 6
Ground coverqty 8
Animal brushesqty 6
Linesqty 8
Collarsqty 6
Animal bagsqty 4
Pet towelsqty 12
Poop scoopsqty 4
Dog waste bag dispensersqty 6
Animal ID tagsqty 30

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Speaker cablesqty 4
Power banksqty 4
Charging stationsqty 2
Megaphonesqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Warning tapeqty 4
Work glovesqty 12
Safety vestsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80
Scissorsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving spoonsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Food containersqty 12

Decorations

Buntingqty 8
Balloonsqty 100
Animal-themed bannersqty 6
Table décorqty 12
Name badgesqty 40

Lighting

LED string lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Catering

Groceries

Tips

Confirm the venue, permits and insurance before inviting handlers. Allow at least 8 weeks for notifications or permit requests if your local authority requires them.
Set a registration deadline 2 to 3 weeks before the show. Use the final list to build the program, prepare animal ID tags and check breeds, handlers and dietary requirements.
Create separate animal zones and visitor routes on the site map. Keep transport cages, enclosures, water containers and waste equipment close to the areas where they will be used.
Book judges, a presenter and the veterinarian contact before publishing the schedule. Send participant terms, welfare rules and safety instructions with the confirmation details, not on the morning of the show.
Assign volunteers by station and shift, with one named lead for registration, animal areas, visitor flow and emergencies. Test microphones, speakers, extension cords and power strips at least 1 day before opening.

Frequently asked questions

How far in advance should I organise an animal show?: Start planning at least 8 to 12 weeks ahead. This gives you time to confirm the venue, check permits and insurance, invite handlers, process registrations and book judges or a presenter.
When should animal show registrations close?: Close registrations around 2 to 3 weeks before the event. You need the final numbers to prepare the schedule, animal zones, name badges, ID tags, welfare arrangements and program booklets.
How many volunteers do I need for an animal show?: Plan for at least 1 volunteer per active station or shift, plus 1 overall coordinator. For example, separate coverage may be needed for registration, animal areas, visitor routes, stage equipment and emergency communication.
What animal welfare arrangements should an animal show have?: Prepare written welfare rules before sending participant terms and conditions, and make them available at least 2 weeks before the show. Provide suitable enclosures, drinking bowls, feed bowls, water containers, shade or cover and a recorded veterinarian contact.

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.