Animal workshop checklist: what to arrange and when

An animal workshop needs more than a room, a few tables and the animals themselves. You need time to process registrations, collect dietary requirements, print consent forms and send clear route information before the day. On site, separate animal zones, a quiet room, handwashing stations and a registration desk should be ready before participants arrive. This checklist puts the preparation in a workable order, from booking animal handling to the opening safety instructions.

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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

Reserve a room
Reserve animal handling
Set the schedule and times
2 people
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Print consent forms
Send route and parking information
Check the shopping list
Do the shopping
2 people
Attach animals and equipment
Lay out worktops
2 people
Chill drinks
Ventilate the venue
Set up tables and chairs
3 people
Mark off animal zones
3 people
Set up a quiet room for animals
2 people
Set up handwashing stations
Set up registration desk
2 people
Preparing name stickers and worksheets
2 people
Safely acclimate the animals
2 people

Event

Receive participants
3 people
Register attendance
2 people
Give safety instructions
2 people
Explain the animals and their behavior
2 people
Guide workshop assignments
4 people
Supervise animal contact
4 people
Observe animals for stress
2 people
Schedule rest breaks for animals
2 people
Serve snacks and drinks
3 people
Refill drinks
Moderate the Q&A
2 people
Care for and return animals
3 people
See participants off
2 people

Aftercare

Clear animal enclosures
3 people
Sort materials
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Put furniture back
3 people
Empty and clean coolers
Return borrowed materials
2 people
Store leftover materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Benchesqty 2
Clothes racks
Waste binsqty 4
Crowd control barriersqty 8
Room dividersqty 4

Animal supplies

Animal enclosuresqty 4
Transport boxesqty 4
Water tubsqty 6
Feed bowlsqty 6
Underpadsqty 8
Towelsqty 12
Brushesqty 6
Toysqty 8

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Pouring jugsqty 4
Thermos flasksqty 3

Equipment

Flip chart
Whiteboardsqty 2
Laptop
Portable speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coolersqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Serving plattersqty 6
Serving spoonsqty 6

Hygiene

Handwashing stationsqty 2
Soap dispensersqty 2
Hand sanitizer pumpsqty 4

Safety

First aid kit
Safety glovesqty 12

Workshop materials

Name badgesqty 50
Ballpoint pensqty 50
Clipboardsqty 20
Worksheetsqty 50
Pencilsqty 50
Animal information signsqty 8
Directional signsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Book the room and animal handling before sending invitations, then set the schedule with exact arrival, registration and workshop times. This gives you a firm basis for the route information and consent forms.
Set a registration deadline several days before the workshop. Use the final participant list to check consent forms, dietary requirements, name stickers and worksheets before printing.
Prepare the animal area before the animals arrive: mark off the zones, place enclosures or transport boxes, and keep water tubs, feed bowls, towels and underpads ready. Set up a separate quiet room so animals have somewhere to settle.
Complete the room setup at least 60 minutes before registration. Arrange tables and chairs, lay out worktops, check the flip chart or whiteboards, and test the laptop, portable speaker, extension cords and power strips.
Do not leave safety and hygiene until the welcome. Ventilate the venue, set up handwashing stations and waste bins, and acclimate the animals safely before giving participants the safety instructions.

Frequently asked questions

How far in advance should I organise an animal workshop?: Start booking the room and animal handling at least 4 to 6 weeks before the workshop. Set a registration deadline several days before the event so you can confirm participants, dietary requirements and consent forms.
When should I send animal workshop invitations?: Send invitations as soon as the room, animal handling and workshop times are confirmed, ideally 3 to 4 weeks beforehand. Include the registration deadline, route and parking information, and any consent-form requirements.
How early should I set up an animal workshop venue?: Allow at least 60 minutes for room setup and another 30 minutes for the animals to acclimate safely. Registration should open only after the animal zones, quiet room, handwashing stations and safety materials are ready.
What should I prepare before participants arrive at an animal workshop?: Have the attendance list, consent forms, name stickers and worksheets at the registration desk. The animal enclosures or transport boxes, water, feed, towels and marked zones should already be in place, with safety instructions ready to give at the start.

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