Aquarium show checklist: what to arrange and when

An aquarium show needs more than tanks and fish. You must coordinate registrations, exhibitors, animal transport, water preparation, electrical equipment, displays, and visitor information in the right order. Start by confirming exhibitors and animal numbers, then match each aquarium with its stand, filter, lighting, and livestock. Use the checklist to keep setup moving from clean, tested tanks to labelled displays and a ready entrance desk.

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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

Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Create participant list
Confirm exhibitors
Inventory the aquarium animals
2 people
Plan animal transport
2 people
Arrange aquarium setups
2 people
Print floor plan
Design information boards
2 people
Create the program
Confirm suppliers
Check the shopping list
Do the shopping
2 people
Gather Aquarium Supplies
2 people
Check the aquariums
2 people
Clean aquariums
3 people
Prepare water
2 people
Set Up Tables and Stands
4 people
Set up aquariums
4 people
Connect filters and pumps
3 people
Connect lighting
2 people
Set up the decorations
3 people
Place information signs
2 people
Acclimate the animals
3 people
Test water values
2 people
Set up the registration desk
2 people
Set up catering
3 people
Chill drinks
2 people
Setting up the coffee station
2 people
Test equipment and power
2 people
Check the route
2 people
Brief crowd guides
4 people

Event

Open the doors
3 people
Welcome visitors
3 people
Check entrance and tickets
2 people
Guide tours
3 people
Run aquarium demos
2 people
Answer visitors' questions
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check water and animals
2 people
Dry wet floors immediately
2 people
Remove waste regularly
2 people
Inform last visitors
2 people

Aftercare

Return the animals safely
3 people
Switch off aquarium equipment
2 people
Clean up catering
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Empty the aquariums
3 people
Clean aquariums
3 people
Clean the venue
4 people
Dispose of waste separately
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover food
Archive participant details

What to bring

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

Furniture

Tablesqty 12
Chairsqty 40
Entrance desk
High tablesqty 4

Aquarium

Aquariumsqty 12
Aquarium standsqty 12
Aquarium filtersqty 12
Air pumpsqty 8
Air hosesqty 30
Air stonesqty 16
Aquarium heatersqty 8
Aquarium lightingqty 12
Aquarium gravelqty 60
Aquarium Plantsqty 45
Aquarium decorationsqty 20
Fishing netsqty 8
Transport binsqty 12
Buckets of waterqty 10
Water hosesqty 6
Water treatment productqty 4
Water quality test kitsqty 4
Aquarium fishqty 80
Aquarium invertebratesqty 30

Equipment

Extension cordsqty 12
Power stripsqty 12
Cable matsqty 20
Handheld microphone
Speaker

Decorations

Aquarium backgroundsqty 12
Information boardsqty 20
Directional signsqty 12
Name badgesqty 30
Tableclothsqty 12
Plantersqty 6

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 4
Pliersqty 4
Serving jugsqty 4

Cleaning

Bucketsqty 6
Mopsqty 6
Microfiber clothsqty 24
Window squeegeesqty 4
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm exhibitors and inventory the animals before planning the layout. This gives you the number and types of aquariums, stands, transport bins, heaters, filters, and lighting you need.
Plan animal transport separately from venue setup. Prepare transport bins, buckets of water, nets, hoses, and water treatment products before moving any fish or invertebrates.
Clean aquariums and prepare the water before the event day whenever possible. Test water quality after filling and leave enough time to correct problems before animals arrive.
Test every filter, air pump, air hose, air stone, heater, and light on the actual setup. Count extension cords, power strips, and cable mats so no tank is connected through an unsafe or unreachable route.
Finish the visitor-facing details after the floor plan is fixed. Print the program, information boards, and signs only after aquarium positions, exhibitor names, and the entrance desk are confirmed.

Frequently asked questions

How far in advance should I organize an aquarium show?: Start at least 6 to 8 weeks before the show. Use the first weeks for registrations, dietary requirements, exhibitor confirmations, animal inventory, suppliers, and the floor plan; reserve the final week for shopping and equipment checks.
When should aquarium water be prepared for a show?: Prepare the water 24 to 48 hours before animals are placed in the aquariums when the setup allows it. Test the water after filling, add treatment products as required, and test again before transport and display.
How many electrical outlets do I need for an aquarium show?: Count every filter, air pump, heater, light, speaker, and other powered item, then add at least 20% spare capacity. Check the total against the venue supply before setup and use cable mats wherever leads cross visitor routes.
When should I set up the aquariums and information boards?: Set up tables, stands, aquariums, filters, pumps, lighting, and decorations on the day before or several hours before opening. Place information boards and final signs after the layout is stable, ideally at least 60 minutes before visitors arrive.

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.