Bird Fair Checklist and Planning Guide

A bird fair needs more than tables and cages. You have to coordinate exhibitors, record bird species and care needs, manage registrations, and prepare a clear visitor flow. Start with the date and venue, then build the exhibitor list before assigning tables or printing labels. This checklist also covers admission, catering, volunteers, payment methods, signage and the practical supplies people often arrange too late.

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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
Plan the room layout
2 people
Draft participant terms and conditions
2 people
Create registration form
Send invitations
2 people
Contact bird clubs
2 people
Process registrations
2 people
Update participant list
Assign tables to exhibitors
2 people
Record bird species
2 people
Record special care
2 people
Collect dietary requirements
Set admission prices
2 people
Prepare promotion
2 people
Publish on social media
Distribute posters
3 people
Make catering reservation
Check the shopping list
2 people
Arrange payment methods for admission
Assign volunteers
2 people
Send participant information
Prepare name badges
2 people
Print birdcage labels
2 people
Print direction signs
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Open hall
2 people
Set up tables
5 people
Set up chairs
3 people
Connect power supply
2 people
Check the lighting
2 people
Set up the registration desk
2 people
Set up the catering table
3 people
Set up a bird care station
2 people
Hang route signs
2 people
Welcome exhibitors
4 people
Direct exhibitors to the tables
3 people
Safely place bird cages
5 people
Check enclosure information
3 people
Check toilets
Brief entrance staff
2 people
Brief the catering staff
2 people
Final safety check
3 people

Event

Open the doors
2 people
Register visitors
3 people
Collect entrance fees
2 people
Inform visitors
2 people
Checking bird cages
3 people
Refill the water bowls
3 people
Check feed bowls
3 people
Serve catering
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Guide visitor flow
2 people
Support the sales tables
2 people
Inform last visitors
2 people
See visitors out
3 people

Aftercare

Let the birds depart safely
5 people
Collect lost and found items
Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
5 people
Pack cages and materials
4 people
Collect waste
3 people
Clean the room
4 people
Turn Off Power
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover food
2 people
Remove residual waste
2 people
Call lost and found
Thank participants

What to bring

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

Furniture

Tablesqty 32
Chairsqty 48
Entrance desk
Stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 8
Power stripsqty 10
Cash drawer
Payment terminal
Handheld microphone
Megaphone

Bird care

Bird cagesqty 36
Transport cagesqty 8
Water bowlsqty 48
Food bowlsqty 48
Drink bottlesqty 24
Bird netsqty 6
Cage coversqty 36
Wooden seating benchesqty 48
Reserve containersqty 12
Paper floor coveringqty 8
Bird transport boxesqty 20
Towelsqty 12

Decorations

Route signsqty 12
Tablecloth setsqty 20
Name badgesqty 60
Bird postersqty 12
Directional signsqty 8
Information boardsqty 10
Table numbersqty 36
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 12
Work lightsqty 4
Batteriesqty 24

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Ice packsqty 20
Serving tongsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Spongesqty 12
Microfiber clothsqty 24
Hand sanitizer dispensersqty 6
Waste binsqty 10

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 8
Work glovesqty 12

Administration

Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 8
Visitor formsqty 200
Exhibitor listsqty 20
Cash box

Catering

Groceries

Tips

Confirm the venue layout early enough to place tables, chairs, the entrance desk and visitor routes without blocking access to bird cages. Allow extra space for transport cages and safe movement between exhibitors.
Close exhibitor registrations before assigning tables. Record each bird species and any special care requirements, then use the final participant list for table plans, cage labels and participant information.
Arrange bird-care supplies before the event week. Check cages, transport cages, water and food bowls, drink bottles, nets and cage covers, and confirm who will handle urgent care questions on the day.
Test admission and refreshment arrangements at least 48 hours beforehand. Check the cash drawer, payment terminal, coffee machines, kettles, extension cords and power strips rather than discovering a missing connection during opening.
Give volunteers a written schedule at least 3 days before the fair. Include entrance duties, exhibitor support, directions, announcements and closing tasks, and prepare name badges and signs before the venue setup starts.

Frequently asked questions

How early should I start organising a bird fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and location first, then allow several weeks for invitations, club contacts, registrations and exhibitor planning.
When should bird fair registrations close?: Close registrations 10 to 14 days before the event if possible. This gives you time to update the participant list, assign tables, record bird species and print cage labels.
What should I prepare for birds at a bird fair?: Prepare bird cages, transport cages, water bowls, food bowls and drink bottles for the planned exhibitors, plus nets and cage covers for practical handling. Check the supplies at least 1 week before the fair and confirm any special care requirements in advance.
When should I arrange volunteers for a bird fair?: Assign volunteers at least 2 weeks before the event and send the final schedule 3 days beforehand. Cover the entrance, exhibitor support, visitor directions, announcements and closing, with a named backup for each busy period.

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.