Cat Fair Checklist: What to Arrange and When

A cat fair needs more than cages and judging tables. You have to confirm the venue, check permits, collect vaccination certificates, coordinate exhibitors and build a schedule that works for cats, judges and visitors. Start with registrations and logistics early, then use the final weeks for signage, badges, inspection forms and equipment checks. This checklist gives you a practical order for arranging the event without leaving essential details until the last day.

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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 the venue definitively
Check permits and notifications
Arrange event insurance
Draft participant terms and conditions
2 people
Create cat registration form
Send invitations
2 people
Publish the fair online
Contact exhibitors
2 people
Invite judges and speakers
Process registrations
2 people
Check cat details
2 people
Request vaccination certificates
Collect dietary requirements
Create the booth layout
2 people
Create the program and judging schedule
2 people
Reserve catering and groceries
Reserve rental equipment
Assign volunteers
2 people
Send participant information
Prepare visitor registration
2 people
Make name badges and wristbands
2 people
Print floor plan and signage
Print inspection forms
Order prizes and certificates
Do the shopping
2 people
Check cat supplies
2 people
Store chilled products in the fridge
Clean the venue beforehand
3 people
Set up tables and chairs
4 people
Set up cat cages
4 people
Mark stalls
2 people
Set up inspection room
3 people
Set up the entrance and checkout
2 people
Set up the catering table
2 people
Chill drinks
2 people
Hang decorations
2 people
Test the sound and lighting
2 people
Check first aid and evacuation routes
2 people
Welcome exhibitors
3 people
Place cats safely in cages
4 people
Distribute inspection documents
2 people
Hold volunteer briefing
3 people

Event

Welcome visitors
4 people
Check tickets
2 people
Inform visitors
2 people
Guide cat presentations
3 people
Assist at the cat show
4 people
Announce Demonstrations
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Check cat cages
3 people
Change the cat water
2 people
Keep cat enclosures clean
2 people
Answer visitor questions at booths
2 people
Award prizes and certificates
3 people
Inform last visitors
2 people
Ensure cats leave safely
3 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Dismantle cat cages
4 people
Clear tables and chairs
4 people
Collect and sort waste
3 people
Wash the dishes and kitchenware
2 people
Clean the venue
4 people
Remove decorations and signage
2 people
Return borrowed materials
2 people
Store leftovers refrigerated
Register lost property
Send a thank-you gift to participants
Send photos to participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Cat cagesqty 40
Foldable tablesqty 6
Cash desk table
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Cash drawer
Payment terminalqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Cable reelsqty 2
Laptop
Printer
Walkie-talkiesqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pitchersqty 8
Thermos flasksqty 4
Coolersqty 4
Serving tongsqty 8

Decorations

Trade show tableclothsqty 24
Cat postersqty 12
Buntingqty 8
Balloonsqty 100
Price listsqty 20
Name badgesqty 80
Wristbandsqty 600
Cat toys for boothsqty 20

Lighting

LED lampsqty 12
Mood lightingqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Dog waste bagsqty 500
Litter boxesqty 45
Water bowlsqty 45
Disinfectable matsqty 45
Hand sanitizerqty 8

Catering

Groceries

Tips

Confirm the venue, permits and event insurance before opening registrations. Aim to have the location, legal requirements and participant terms settled at least 8–12 weeks before the fair.
Collect each cat’s registration details and vaccination certificate before creating the final judging schedule. Set a submission deadline at least 2 weeks before the event so missing information can be chased.
Build the booth layout around cat cages, tables, power points and visitor routes. Leave clear access for exhibitors and keep extension cords, power strips and cable reels out of walking areas.
Send participants one information pack 7–10 days before opening. Include arrival instructions, cage or booth details, the judging timetable, dietary information and what they need to bring.
Test the registration desk, payment terminal, microphone, speakers and printer before doors open. Prepare printed floor plans, signage, name badges, wristbands and inspection forms in separate labelled sets.

Frequently asked questions

How far in advance should I organise a cat fair?: Start planning at least 8–12 weeks ahead. Venue confirmation, permits, insurance and exhibitor contacts should come before public promotion, while final registrations and judging schedules can be completed during the last 2 weeks.
When should cat vaccination certificates be collected?: Request vaccination certificates when cats are registered, then set a firm deadline about 2 weeks before the fair. Check every submission before finalising the programme so incomplete entries do not delay inspection.
How many volunteers do I need for a cat fair?: Plan separate cover for registration, exhibitor support, judging and general floor assistance, rather than assigning one person to everything. For a small fair, schedule at least 1 person at the desk and 2–3 people on the floor during the busiest arrival and judging periods.
What should be checked the day before a cat fair?: Check the room layout, cages, tables, chairs, power leads, payment equipment, sound system and printed materials the day before. Also confirm catering, volunteer arrival times and the judging schedule, leaving at least 2 hours for corrections.

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.