Dog Fair Checklist: What to Arrange and When

A dog fair needs more than exhibitor tables and a programme. You need to coordinate pitches, visitor registrations, demonstrations, parking information and practical facilities for dogs and people. Start with the date and venue, then work towards exhibitor and visitor communications before confirming the floor plan and suppliers. In the final days, prepare badges, signs, wristbands, refreshments and power equipment so setup is not left to one person on the 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

Confirm date and location
2 people
Create the trade fair map
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Open the registration form
Register exhibitors
2 people
Process visitor registrations
2 people
Collect dietary requirements
Assign pitch locations
2 people
Make reservations for materials
Confirm suppliers
Compile program
2 people
Document demonstrations
2 people
Send the floor plan to exhibitors
Publish visitor information
Send parking information
Brief volunteers
2 people
Print the visitor list
Prepare name badges
2 people
Print information signs
Sort wristbands
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
4 people
Open venue
2 people
Set up the entrance desk
2 people
Set up exhibitor desk
2 people
Set up tables and chairs
5 people
Mark stalls
3 people
Prepare exhibitor packs
2 people
Set up registration desk
2 people
Place dog water stations
3 people
Place waste stations
2 people
Set up dog rest area
3 people
Mark off demonstration area
3 people
Hang up decorations
2 people
Test sound equipment
2 people
Set up coffee station
2 people
Set out snacks
3 people
Welcome exhibitors
4 people
Carry out the final safety check
3 people

Event

Open the entrance
4 people
Register visitors
4 people
Guide visitors around
3 people
Support exhibitors
2 people
Announce the program
Guide demonstrations
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Refresh dog water
2 people
Clean up dog waste
2 people
Empty trash bins
2 people
Check toilets
Check stock
Announce the final round
See visitors out
4 people
Have exhibitors unload
3 people

Aftercare

Collect exhibitor materials
3 people
Take down tables and chairs
5 people
Clear the demonstration area
3 people
Clear dog rest area
3 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Clean the venue
4 people
Return materials
4 people
Return borrowed materials
2 people
Sort lost property
Collect exhibitor invoices
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 8
Party tentsqty 4
Folding countersqty 4
High tablesqty 8
Dog crateqty 6
Rubber floor matsqty 20

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Soup ladlesqty 4

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Power banksqty 6

Dog supplies

Water tubsqty 16
Feed bowlsqty 6
Drinking water containersqty 8
Dog waste bag dispensersqty 12
Dog waste bag holdersqty 12
Crowd control barriersqty 20
Dog leashesqty 8
Collarsqty 8
Play ballsqty 20
Fetch-and-throwersqty 4
Brush setsqty 6
Training clickersqty 6

Registration

Name badgesqty 600
Lanyardsqty 100
Wristbandsqty 600
Badge holdersqty 100
Pensqty 30
Clipboardsqty 8
Cash boxqty 2
Payment terminalsqty 2

Decorations

Trade fair flagsqty 12
Buntingqty 10
Balloonsqty 200
Tableclothsqty 30
Table signsqty 40
Directional signsqty 20
Program boardsqty 6

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 8
Towel dispensersqty 8
First aid kitsqty 2
Paper shredder

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Ice packsqty 30
Storage binsqty 20

Catering

Groceries

Tips

Create the trade fair map before assigning pitches, then send the final floor plan to exhibitors early enough for them to check access, tables and power needs.
Open exhibitor and visitor registration separately. Collect dietary requirements during registration and print the visitor list before the event rather than relying on handwritten names at the entrance.
Treat dog welfare as a logistics task: place water tubs, feed bowls, drinking water containers and waste bag dispensers where visitors can find them without crossing busy demonstration areas.
Check the venue’s power plan before reserving coffee machines, kettles, speakers and microphones. Bring extension cords, power strips and power banks, and label equipment for each area.
Pack the final-day supplies by function: badges and wristbands for entry, signs for wayfinding, coolers and reusable cups for refreshments, and rubber floor mats or a dog crate for the dog areas.

Frequently asked questions

How far in advance should I invite dog fair exhibitors?: Send the first exhibitor invitations at least 8 to 12 weeks before the fair. Keep registration open for a defined period, then assign pitch locations and send the floor plan once the exhibitor list is stable.
When should visitor registration open for a dog fair?: Open visitor registration around 4 to 6 weeks before the event. Close or review registrations 3 to 5 days beforehand so you can process the list, prepare name badges and plan refreshments.
What should I prepare for dogs at a dog fair?: Plan water tubs, drinking water containers, feed bowls and waste bag dispensers in several clearly marked areas. Add rubber floor mats where surfaces may be slippery, and provide a dog crate if the programme or venue requires a controlled rest space.
When should I send parking and visitor information?: Send parking instructions and the main visitor information 7 to 10 days before the fair, then repeat the key details in a reminder 1 to 2 days before. Include arrival times, entrance details, demonstrations and any guidance about bringing dogs.

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