Cat fair checklist: what to arrange and when

A cat fair needs more than exhibitor tables and cats. You have to coordinate registrations, stand assignments, animal welfare rules, visitor information, payments, catering and volunteers before doors open. Start by fixing the date and venue, then build the exhibitor list and programme before ordering printed materials. Use this checklist to keep practical details—such as cat housing, power access, payment equipment and dietary requirements—from becoming last-minute 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
Plan the room layout
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Assign pitch locations
2 people
Confirm participants
2 people
Collect dietary requirements
Book catering
Determine the admission payment method
2 people
Communicate admission prices
Create a visitor map
Compile program
2 people
Draw up animal welfare rules
2 people
Send participant information
2 people
Assign volunteers
2 people
Print contact list
Prepare name badges
2 people
Make booth signs
2 people
Print Signage
Prepare price cards
2 people
Prepare the payment register
2 people
Do the shopping
2 people
Check materials
2 people
Check expiration dates
Clean the cat enclosures
3 people
Set out boxes and materials
2 people

Event

Open hall
2 people
Check floors and entrances
2 people
Set up tables
4 people
Set up chairs
3 people
Set up cat enclosures
4 people
Welcome exhibitors
3 people
Register exhibitors
2 people
Place cats safely
4 people
Inspect cat enclosures
2 people
Set up catering
3 people
Set up the registration desk
2 people
Set up the cloakroom
2 people
Test music and microphone
2 people
Briefing for entrance volunteers
3 people
Brief exhibitors
2 people
Open the doors
4 people
Check admission tickets
3 people
Inform visitors
2 people
Support exhibitors
2 people
Check cat enclosures
3 people
Monitor hygiene around cats
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Announce program items
Warn last visitors
2 people
Let visitors leave
3 people
Safely unload cats
4 people

Aftercare

Close the register
2 people
Switch off equipment
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the cat enclosures
3 people
Collect waste
3 people
Clean the room
4 people
Remove decorations
2 people
Collect lost and found items
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Process payment details
2 people

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Cash register tableqty 2
Coat racksqty 2
Cat crate tablesqty 12
Cat enclosuresqty 40
Folding cratesqty 12

Tableware

Reusable coffee cupsqty 80
Reusable water glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 8
Charging stationsqty 2
Cash registersqty 2
Cash boxesqty 2
Calculatorsqty 2
Power banksqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 2
Serving plattersqty 10
Serving trays with lidsqty 6
Serving tongsqty 6
Ice packsqty 12
Food containersqty 8

Decorations

Tableclothsqty 24
Cat-themed flagsqty 6
Bannersqty 8
Cat figurinesqty 12
Photo backdrop
Card holdersqty 30
Plant decorationqty 10
Name badgesqty 120
Booth number cardsqty 50
Wayfinding signsqty 18
Program boardsqty 4
Information boardsqty 12
Clipboardsqty 12
Information leafletsqty 400
Visitor flyersqty 500
Wristbandsqty 500
Cloakroom numbersqty 200
Laminator
Laminating sleevesqty 100
Tapeqty 8
Paper tapeqty 6
Scissorsqty 6
Markersqty 24

Lighting

LED light stringsqty 8
LED lampsqty 12
Desk lampsqty 8

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 24
Disinfectant sprayqty 6
Hand sanitizer stationsqty 6
Dog waste bag dispensersqty 6
Litter boxesqty 40
Waste binsqty 10
Hand broomsqty 4
Dustpansqty 4
Warning signsqty 4
Shoe coversqty 200

Catering

Groceries

Tips

Set the date and venue before contacting exhibitors, then allow at least 4–6 weeks for registrations, stand allocation and participant confirmations. Check the room layout for cat crate tables, visitor flow, catering and clear access to exits.
Publish the registration form with a closing date and collect dietary requirements at the same time. Confirm each participant after processing registrations so you know exactly how many stands, name badges and stand signs to prepare.
Write the animal welfare rules before sending participant information. Include requirements for cat housing, handling and quiet areas, and send the rules together with the final programme and floor plan at least 7 days before the fair.
Decide how admission will be paid before promotion starts. Prepare both the payment register and payment terminals if needed, print admission prices, and test the equipment and charging stations before setup day.
Assign volunteers to defined shifts and print a contact list for the event team. Prepare signage, price cards, name badges and the visitor floor plan before the final week; also check extension cords, power strips and the sound system during the room setup.

Frequently asked questions

How far in advance should I organise a cat fair?: Allow at least 6–8 weeks for a small cat fair. Fix the date and venue first, then leave 4–6 weeks for exhibitor registrations, stand assignments, promotion and participant confirmations.
When should cat fair registrations close?: Close registrations about 2–3 weeks before the event. This gives you time to process applications, assign stand places, collect dietary requirements and prepare badges, signs and the final floor plan.
What should I send to cat fair participants?: Send the programme, floor plan, arrival instructions, assigned stand place and animal welfare rules at least 7 days before the fair. Include the contact details of the event team and any payment or catering information.
How early should I prepare the cat fair venue?: Plan the room setup at least 2–3 hours before visitors arrive. Position tables, cat crate tables, cat housing, signage, payment equipment and catering areas first, then test power, microphones and the sound system.

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