Bird Count Day Checklist

A bird count day needs more than binoculars and a route map. You need a clear registration process, assigned counting routes, prepared tally sheets, and volunteers who know where to go and what to record. Use this checklist to work from the first reservation through the final setup. It also covers the details that are easy to leave until the last minute, including dietary information, charged devices, weather checks, signs, drinks, and route materials.

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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 counting area
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Record counting routes
2 people
Check the weather forecast
Send participant information
Check field equipment
2 people
Print tally sheets
Print route maps
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Prepare sandwiches
3 people
Portion snacks
2 people
Distribute materials by route
3 people
Set up tables
3 people
Set up party tents
4 people
Place information signs
2 people
Set up registration desk
2 people
Prepare counting materials
3 people
Set up catering
3 people
Brief volunteers
2 people

Event

Open registration
3 people
Welcome participants
2 people
Give the introduction briefing
2 people
Guide counting groups
8 people
Record observations
8 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Host the evening count
5 people
Collect results
3 people
Present final result
2 people
See participants off
2 people

Aftercare

Collect materials
4 people
Wash dishes
3 people
Sort waste
2 people
Take down tables and tents
4 people
Clean the venue
4 people
Store materials dry
2 people
Return rented materials
2 people
Enter count data
2 people
Archive observations

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 48
Party tentsqty 2
Folding stoolsqty 8

Field equipment

Binocularsqty 20
Telescopesqty 4
Tripod for telescopeqty 4
Bird guidesqty 12
Route mapsqty 12
Clipboardsqty 20
Tally sheetsqty 100
Pencilsqty 40
Pencil sharpenersqty 4
Compassqty 8
Backpacksqty 12
Reflective vestsqty 12
Name badgesqty 60
Information boardsqty 6

Equipment

Tabletsqty 4
Power banksqty 6
Charging cablesqty 8
Walkie-talkiesqty 8

Lighting

LED lampsqty 8
Flashlightsqty 12

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Thermos flasksqty 6
Coolersqty 4

Kitchen

Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 8

Cleaning

Waste binsqty 6
Dustpans and brushesqty 3

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Pocket whistlesqty 8

Catering

Coffee machinesqty 2
Kettlesqty 2
Ice packsqty 12
Coffee filtersqty 100
Reusable storage containersqty 12
Serving spoonsqty 6
Corkscrewsqty 2
Bottle openersqty 3
Cool bagsqty 8
Groceries

Tips

Confirm the counting area and routes before opening registration. Participants need a clear meeting point, while route assignments depend on how many volunteers register.
Set a registration deadline that gives you at least 3–5 days to process registrations, collect dietary requirements, assign volunteers, and send participant information.
Prepare one complete material set for every route. Include the route map, tally sheets, pencils, clipboard, bird guide, compass, and any shared binoculars or telescope equipment assigned to that route.
Check the weather forecast 24–48 hours before the count and send an update if conditions affect clothing, route access, or the use of party tents and outdoor tables.
Finish food, drinks, and charging the day before. Chill drinks, prepare sandwiches and snacks, charge tablets and power banks, and distribute route materials before participants arrive.

Frequently asked questions

How far in advance should I organize a bird count day?: Start planning at least 3–4 weeks before the count. Open registration early enough to process participants, assign volunteers, record routes, and send practical information several days before the event.
What equipment does each bird counting route need?: Prepare at least one route map, clipboard, tally sheets, pencils, and a bird guide per route. Add binoculars where available, and assign a telescope, tripod, compass, or walkie-talkie according to the route and team.
When should I print bird count tally sheets and route maps?: Print them 2–3 days before the event, after routes and participant numbers are confirmed. Keep a few extra copies for damaged sheets, late changes, or additional counting teams.
How much food and drink should I prepare for bird count participants?: Plan at least 2 drinks per person for the first few hours, plus water available throughout the count. Prepare one sandwich and 1–2 snack portions per participant, with dietary requirements separated and clearly marked.

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.