Bird market checklist: what to arrange and when

A bird market needs more planning than a row of stalls and cages. You must confirm the venue, check permits, register bird keepers, assign pitch locations and give visitors clear arrival information. Bird welfare also affects the layout, equipment and timing: cages, transport cages, covers, food bowls and absorbent liners should be ready before exhibitors arrive. Use this checklist to work backwards from opening time and avoid last-minute printing, power and access problems.

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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
2 people
Check permits and notifications
Invite bird owners
2 people
Invite attendees
2 people
Open the registration form
Register bird keepers
2 people
Assign pitch locations
2 people
Send participant confirmations
Publish visitor information
Design arrows and map
Prepare stand numbers
2 people
Sort admission wristbands
2 people
Prepare cash register and change
2 people
Print contact list
Print bird welfare instructions
Do the shopping
2 people
Check materials
2 people
Fill coolers
2 people
Reminding Aviary Volunteers
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up tables and chairs
4 people
Set up cages
4 people
Hang up stand numbers
2 people
Mark walking routes
2 people
Place access signs
2 people
Connect stall lighting
2 people
Set up the registration table
2 people
Set up the cash register
2 people
Set up coffee station
2 people

Event

Receive bird holders
3 people
Check Cages and Birds
3 people
Show exhibitors to their spots
2 people
Explain bird welfare rules
2 people
Staff the entrance
3 people
Inform visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep walkways clear
2 people
Ensure birds have peace and quiet
2 people
Register lost and found items
Announce the last visitors
Guide exhibitors out
3 people

Aftercare

Close the register
2 people
Take down cages
4 people
Take down tables and chairs
4 people
Collect materials
3 people
Collect waste
3 people
Sweep floors
3 people
Clean the restrooms
2 people
Cleaning Surfaces
2 people
Hand over the venue
2 people
Store materials dry
2 people
Return rental items
2 people
Throw away leftovers
2 people

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 48
Cash register and registration tablesqty 3
Party tentsqty 4
Bollardsqty 20
Barrier tapeqty 4

Equipment

Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Stirrersqty 200
Platesqty 60

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Serving plattersqty 6
Pliersqty 4

Bird supplies

Bird cagesqty 40
Transport cagesqty 12
Drink cupsqty 40
Food bowlsqty 40
Cage Coversqty 20
Absorbent cage linersqty 120
Spare Seating Stoolsqty 40

Decorations

Table signsqty 40
Directional signsqty 12
Floor plansqty 50
Information boardsqty 8
Tableclothsqty 24

Catering

Groceries

Cleaning

Waste binsqty 12
Broom setsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 4
Rubber glovesqty 12
Disinfectant sprayqty 6

Registration

Registration formsqty 100
Clipboardsqty 12
Pensqty 30
Name stickersqty 150
Admission wristbandsqty 600
Cash envelopesqty 10
Cash traysqty 2

Safety

Cable matsqty 12
Non-slip matsqty 20
Flashlightsqty 6
Work glovesqty 12

Tips

Set the date, venue and permit requirements first. Aim to confirm these at least 8–12 weeks before the market so invitations and registration can use fixed information.
Close bird keeper registration before assigning pitches. Allow at least 7 days to review the list, send confirmations and prepare stand numbers, the map and the contact list.
Plan the loading area separately from visitor access. Cordon it off before opening, and keep unloading routes clear while tables, cages and party tents are being set up.
Prepare welfare information before event week. Print one copy for each participating bird keeper, plus around 10% extra, and check that cages have covers, absorbent liners, food bowls and drink cups.
Test the practical setup before doors open. Check payment terminals, extension cords, power strips, LED lamps, coffee equipment and coolers at least 60 minutes before visitors arrive, rather than during registration.

Frequently asked questions

How far in advance should I organise a bird market?: Start at least 8–12 weeks before the event. Confirm the date, location, permits and notifications first, then allow time for bird keeper registration, pitch assignments and visitor information.
When should bird keeper registration close?: Close registration at least 7 days before the market. That gives you time to assign pitches, send participant confirmations, print stand numbers and update the contact list.
How many bird cages and supplies do I need for a bird market?: Plan one suitable cage setup for every participating bird keeper or display position, based on your approved registration list. Add at least 10% spare absorbent liners, food bowls, drink cups and cage covers for replacements or damaged items.
How early should the venue be opened on bird market day?: Allow at least 2 hours before visitor opening for loading access, tables, chairs, cages, signs, walking routes and registration equipment. Complete the payment, lighting and coffee checks at least 60 minutes before doors open.

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.