Bird Fair Organisation Checklist

A bird fair needs more than exhibitor tables and visitor tickets. You have to coordinate registrations, stand assignments, bird welfare, electrical equipment, payments and clear visitor information in the right order. Start with the venue and exhibitor rules, then work through registrations and the floor plan before ordering supplies. In the final week, confirm every exhibitor, brief volunteers, check spare cages and prepare signage, cash and payment devices.

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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 venue
Draft exhibitor rules
2 people
Create a registration form
Invite exhibitors
2 people
Announce the event
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
2 people
Assign pitch locations
2 people
Create floor plan
Reserve tables and chairs
Compile emergency contact list
Send the exhibitor briefing
Assign volunteers
2 people
Publish visitor information
Print admission tickets
Print signage
Do the shopping
2 people
Collect materials
2 people
Check spare cages
2 people
Prepare cash float
Charge payment terminals
Clean reusable materials
2 people
Pick up venue keys
Carry out a safety check
2 people
Set up tables
4 people
Set up chairs
2 people
Set up bird cages
4 people
Hang up stand numbers
2 people
Set up the registration desk
2 people
Set up catering point
2 people
Connect lighting
2 people
Place waste stations
2 people
Set up a bird care station
2 people
Restock catering
2 people
Test the payment system
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Guide exhibitors to their booths
2 people
Refill drinks
2 people
Serve snacks
2 people
Check bird welfare
2 people
Check the temperature
Guide tours
2 people
Guide the queue
2 people
Clean tables in between
Follow up on messages at booths
2 people
Announce closing
See visitors out
3 people

Aftercare

Arrange safe collection of bird cages
3 people
Close the register
2 people
Clean up catering
2 people
Dismantle furniture
4 people
Disconnect lighting
2 people
Sort waste
2 people
Wash dishes
2 people
Clean the venue
4 people
Register lost property
Return rented materials
2 people
Store leftover stock
2 people
Thank exhibitors

What to bring

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

Furniture

Tablesqty 20
Chairsqty 16
Tableclothsqty 20
Waste binsqty 6
Waiting postsqty 6

Equipment

Spare bird cagesqty 10
Transport cagesqty 6
Food bowlsqty 30
Drink cupsqty 30
Thermometersqty 4
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10

Lighting

LED work lightsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6

Decorations

Trade show bannerqty 2
Information boardsqty 10
Booth numbersqty 40
Name badgesqty 60

Organization

Clipboardsqty 6
Ballpoint pensqty 20
Cash registersqty 2
Payment signsqty 4
Wristbandsqty 150

Cleaning

Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Reserve the venue before inviting exhibitors, then create the floor plan only after you know how many stands, tables and chairs are required. Leave clear routes between stands and keep emergency access unobstructed.
Send the exhibitor briefing at least 7 days before the fair. Include arrival and unloading instructions, stand numbers, opening times, exhibitor rules and the deadline for reporting dietary requirements.
Check bird-related equipment no later than 2 days before opening. Count spare and transport cages, inspect thermometers, and make sure food and drink containers are clean and ready for use.
Complete the safety check before exhibitors arrive, not when visitors are already entering. Secure extension cords and power strips with cable covers, test LED work lights, and verify that waste bins and emergency contacts are easy to find.
Prepare the money and information points the day before. Charge every payment device, prepare the cash float, print admission tickets and signs, and collect venue keys early enough to solve access problems before setup.

Frequently asked questions

How far in advance should I organise a bird fair?: Start venue planning and exhibitor rules at least 8 to 12 weeks before the event. Open registrations once the venue, date and basic exhibitor conditions are confirmed.
When should bird fair exhibitor registrations close?: Close registrations around 10 to 14 days before the fair if you need time to assign stands and create the floor plan. Keep a short waiting list in case cancellations create space.
What should be checked the day before a bird fair?: Check the venue access, tables, chairs, cages, signage, payment devices, cash float and electrical equipment 1 day before opening. Also print the final exhibitor list and volunteer schedule.
How many volunteers are needed for a bird fair?: Plan at least 1 volunteer for registration or admissions, 1 for exhibitor support and 1 for general floor or safety checks during each busy shift. Add more if setup and visitor entry overlap.

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.