Dog Fair Checklist: What to Arrange and When

A dog fair needs more than exhibitor tables and a visitor welcome desk. You also need a clear programme, registration process, safe dog areas, welfare rules, demonstrations, catering and reliable event-day equipment. Start with the date and exhibitor invitations, then build the layout and visitor information around confirmed registrations. In the final week, check stock, print floor plans and badges, chill drinks and prepare the registration desk so the morning does not depend on last-minute shopping.

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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

Set the fair date and program
2 people
Invite exhibitors
2 people
Send invitations
2 people
Open the registration form
Register exhibitors
2 people
Set up the booth layout
2 people
Document demonstrations
2 people
Book catering
Collect dietary requirements
Publish dog rules
Process visitor registrations
2 people
Check exhibitor list
Print floor plan
Prepare name badges
2 people
Prepare route signs
2 people
Set up dog parking area
2 people
Review animal welfare rules
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration desk
2 people
Welcome exhibitors
3 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Hang up decorations
2 people
Connect sound equipment
2 people
Cordon off the demonstration area
3 people
Set up drink stations
2 people
Set out dog water
2 people
Prepare visitor materials
2 people
Set up food stations
3 people
Check toilets
Place waste stations
2 people
Test the equipment
2 people
Briefing for reception team
3 people
Brief exhibitors
2 people

Event

Open the entrance
3 people
Register visitors
3 people
Welcome visitors
2 people
Hand out maps
2 people
Support exhibitors
2 people
Announce Demonstrations
Guide the demonstration area
3 people
Refill dog water
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Restock toilets
Keep walkways clear
2 people
Register lost and found items
Wrap up the final demonstration
2 people
See visitors out
3 people

Aftercare

Have exhibitors take down their stands
4 people
Turn off the sound equipment
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean up dog waste
2 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean floors
3 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Send follow-up messages to exhibitors

What to bring

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

Furniture

Registration tablesqty 2
Exhibition tablesqty 30
Chairsqty 50
Folding benchesqty 6
Coat racksqty 3
Drink tablesqty 6
Bollardsqty 12
Dog cratesqty 8
Foldable dog runsqty 4

Equipment

Laptopsqty 2
Printersqty 2
Barcode or QR scannersqty 2
Speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 8
Label printersqty 2
Payment terminalsqty 3
Coolersqty 6
Thermos flasksqty 6
Dog water dispensersqty 4
Agility jumpsqty 4
Agility tunnelsqty 2
Dog scale

Tableware

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

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Towelsqty 20

Decorations

Dog show bannersqty 6
Stand number signsqty 30
Route signsqty 12
Directional signsqty 16
Tableclothsqty 30
Buntingqty 8
Notice boardsqty 6
Brochure holdersqty 20

Lighting

LED lampsqty 12
String lightsqty 6

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Vacuum cleanersqty 2
Dog waste bag dispensersqty 12
Dog waste pickersqty 4
Hand sanitizer pumpsqty 12

Safety

First aid kitsqty 2
Non-slip matsqty 8
Cable traysqty 12
Warning signsqty 8
Belt hooksqty 20

Paper goods

Visitor badgesqty 400
Exhibitor badgesqty 80
Printer paperqty 500
Pensqty 30
Clipboardsqty 6
Name stickersqty 200
Brochure racksqty 12

Catering

Groceries

Tips

Set the date and programme before inviting exhibitors. Open the registration form early enough to confirm exhibitor numbers before you finalise the booth layout, tables and chairs.
Publish dog rules before visitors and exhibitors arrive. Include welfare requirements, water arrangements and any restrictions for demonstrations so people do not discover them at the entrance.
Plan the registration desk as a working station, not just a table. Allow space for laptops, printers, QR or barcode scanners, name badges and payment terminals, with extension cords and power strips checked in advance.
Reserve the dog parking area and activity equipment before event day. Dog crates, foldable runs, agility jumps, tunnels and a dog scale all need a defined position that does not block visitor routes.
Confirm catering after collecting dietary requirements, then check quantities and serving equipment. Chill drinks ahead of time, prepare snacks, and count reusable glasses, coffee cups, plates, cutlery and serving platters before setup starts.

Frequently asked questions

How far in advance should I organise a dog fair?: Start planning at least 8 to 12 weeks before the fair. Set the date and programme first, then invite exhibitors and open registration early enough to confirm the layout and equipment needs.
How do I plan the layout for a dog fair?: Wait until exhibitor registration has closed or reached its deadline, then place booths, registration tables, seating, dog parking and activity areas on one floor plan. Print the final plan before event day and use route signs and bollards to keep paths clear.
What equipment do I need at a dog fair registration desk?: Prepare at least one laptop and printer, plus barcode or QR scanners if you use digital check-in. Add name badges, a payment terminal, power strips and extension cords, and test everything at least one day before the fair.
When should I prepare food and drinks for a dog fair?: Collect dietary requirements before booking catering and complete the stock check in the final week. Chill drinks and prepare snacks on the day of the fair, allowing enough time to set up coolers, thermos flasks and serving items before exhibitors arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.