Bird Show Planning Checklist

A bird show needs more preparation than arranging tables and cages on the day. You must secure the venue, set the date, register the exhibition, invite exhibitors and record each bird species before you can build the program or assign judging categories. This checklist also covers cage checks, feed portions, labels, prizes, registration and hall setup. Work through the tasks in order so missing information or equipment is found before exhibitors arrive.

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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
Set the show date
2 people
Register the bird exhibition
Send invitations
2 people
Invite exhibitors
2 people
Process registrations
Record bird species
2 people
Collect dietary requirements
Compile program
2 people
Determine prize categories
2 people
Confirm judges
Inventory bird cages
2 people
Create table numbers
Print species labels
Print Signage
Buy prizes
2 people
Do the shopping
2 people
Clean the cages
3 people
Check transport cages
2 people
Prepare feed portions
2 people
Prepare catering
3 people
Set up the registration table
2 people
Open hall
2 people
Set up tables
4 people
Set up chairs
3 people
Set up cages
4 people
Set up bird cages
4 people
Attach species labels
2 people
Set up the jury tables
2 people
Hang decorations
2 people
Chill drinks
2 people
Set up the coffee station
2 people
Test sound equipment
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Register birds
3 people
Place the birds calmly
4 people
Welcome visitors
3 people
Register entry
2 people
Assist with the bird presentation
2 people
Guide the jury evaluation
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check bird feed and water
3 people
Monitor cages and visitors
2 people
Handle prize ceremony
3 people
Check out exhibitors
3 people
Let the birds depart safely
4 people

Aftercare

Dismantle cages
4 people
Take down tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover feed
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Registration desk
Jury tablesqty 3
Tableclothsqty 12

Animal care

Bird cagesqty 40
Transport cagesqty 10
Food bowlsqty 50
Drink cupsqty 50
Perchesqty 50
Cage bottomsqty 40
Cage coversqty 25
Water sprayersqty 4
Towelsqty 20
Animal brushesqty 4

Equipment

Laptop
Printer
Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 6
Coolersqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving tongsqty 4

Decorations

Buntingqty 6
Bird postersqty 10
Trophiesqty 12
Table décorqty 12

Lighting

LED lampsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the show date and reserve the venue before sending invitations. Allow at least 6–8 weeks for exhibitor responses, registration processing and the exhibition registration itself.
Ask exhibitors for bird species and dietary requirements when they register, then keep one current record. Use it to prepare species labels, table numbers and the printed program.
Count bird cages, transport cages, food bowls, drink cups, perches and cage bottoms before the show week. Check every cage for damage and clean them before setting up the hall.
Prepare feed portions and water arrangements before opening the hall. Keep towels, cage covers, water sprayers and animal brushes together so they are available during setup and judging.
Set up the registration desk, jury tables, tables and chairs before exhibitors arrive. Test the laptop, printer, sound system, microphone, extension cords and power strips at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organize a bird show?: Start at least 6–8 weeks before the show date. This gives you time to reserve the venue, register the exhibition, invite exhibitors, process registrations, confirm judges and print the program and species labels.
What information should bird show exhibitors provide when registering?: Record the exhibitor’s contact details, each bird species and any dietary requirements. Close registrations 7–14 days before the event so you can finalize table numbers, labels, categories and catering.
How many bird cages do I need for a bird show?: Plan at least one suitable cage for every bird entered, plus a small reserve for damaged or late-arriving cages. Count cages after registrations close and check transport cages separately before show day.
When should I set up the bird show venue?: Open the hall at least 2–3 hours before exhibitors arrive. Set up tables, chairs, registration and jury tables first, then place cages, labels and signage before testing the microphone and other equipment.

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.