Dog festival checklist: what to arrange and when

A dog festival needs more than activities and food. You have to confirm the site, permits and insurance before announcing the date, then manage registrations, dietary requirements and participant information. The plan covers 71 tasks and 72 supplies, from agility equipment and route signs to registration materials, shade, seating and drink service. Use the checklist to keep planning on schedule and avoid last-minute gaps on event 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
Check permits
Check insurance
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
Plan dog activities
2 people
Write out the competition rules
2 people
Inform the veterinarian
Recruit volunteers
2 people
Assign volunteers
2 people
Create floor plan
2 people
Check the weather forecast
Send participant information
Print registration lists
Prepare name badges
2 people
Make race numbers
2 people
Check materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort route signs
2 people
Set out setup materials
2 people
Inspect the site
3 people
Set up party tents
6 people
Set up tables and chairs
5 people
Build the agility course
4 people
Mark off dog zones
4 people
Set up water stations
3 people
Connect the sound system
2 people
Hang up decorations
3 people
Set up registration desk
2 people
Set up the catering buffet
4 people
Set out snacks and drinks
3 people
Conduct a safety check
3 people

Event

Welcome volunteers
2 people
Brief volunteers
3 people
Register visitors
3 people
Distribute welcome information
2 people
Welcome dogs
3 people
Lead the dog treasure hunt
4 people
Guide the agility course
4 people
Present the dog quiz
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill the water tubs
3 people
Clean up dog waste
3 people
Empty waste stations
2 people
Guide the photo contest
2 people
Guide the dog lap
4 people
Handle prize ceremony
3 people
Provide music and announcements
2 people
Coordinate first aid
2 people
Register lost property
Announce the final round
See visitors out
3 people

Aftercare

Catering breakdown
4 people
Take down agility equipment
4 people
Take down tents and decorations
6 people
Collect waste
4 people
Clean the grounds
5 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Empty coolers
2 people
Store leftover food
2 people
Handle lost items
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Registration desk
Floor matsqty 6

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Coffee potsqty 4
Thermos flasksqty 6

Catering

Coolersqty 6
Water dispensersqty 3
Coffee machinesqty 3
Food warmersqty 4
Serving tongsqty 12
Ice packsqty 30

Sports equipment

Agility tunnelsqty 2
Jump obstaclesqty 6
Slalom polesqty 12
Hoopsqty 4
Snuffle matsqty 6
Dog frisbeesqty 12
Dog ballsqty 20
Line postsqty 10
Stopwatchesqty 4
Prize trophiesqty 6
Rosettesqty 12

Animal supplies

Water tubsqty 18
Feed bowlsqty 8
Dog towelsqty 20
Spare collarsqty 6
Backup dog leadsqty 6
Dog crateqty 2
Dog waste bag dispensersqty 12
Drinking water jerry cansqty 8

Decorations

Festival Flagsqty 30
Balloon archesqty 3
Tableclothsqty 12
Name badgesqty 150
Race numbersqty 100
Directional signsqty 20
Info boardsqty 10
Chalkboardsqty 6

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 8

Lighting

LED string lightsqty 8
LED lampsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 20
Conesqty 30
Cable matsqty 8

Cleaning

Waste binsqty 12
Dog waste bag dispensersqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Spongesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Bake cookiesqty 8
Aluminum foilqty 4
Food storage containersqty 12

Groceries

Groceries

Tips

Confirm the location, permits and insurance before sending invitations or publishing the event online. Allow at least 4–6 weeks for permits or approvals if you do not know the local processing time.
Set a registration deadline at least 7 days before the festival. Use the final list to prepare name badges, race numbers, dietary information and participant instructions instead of trying to collect details at the entrance.
Tell the veterinarian and recruit volunteers before publishing the activity programme. Assign people to registration, dog activities, route points and first-response coordination, with a written shift plan for the full event.
Check every activity against the available equipment before setup day. Count agility tunnels, jump obstacles, slalom poles, hoops, mats, balls and frisbees, and keep stopwatches, competition rules and prize items together.
Check the weather forecast 48 hours before the festival and again on the morning itself. Prepare party tents, floor mats, water dispensers, coolers and ice packs early so dogs and guests are not left without shade, water or a dry waiting area.

Frequently asked questions

How far in advance should I start planning a dog festival?: Start at least 8–12 weeks before the event. Confirm the date, location, permits, insurance and suppliers first, then open registrations once the core arrangements are secure.
When should dog festival registration close?: Close registration about 7 days before the festival. That gives you time to process entries, collect dietary requirements, print registration lists, prepare name badges and make race numbers.
How many volunteers do I need for a dog festival?: Plan at least 1 volunteer for registration, 1 for each active competition or activity area, and 1 coordinator for every 5–8 volunteers. Add extra help for setup, route signs and serving food and drinks.
When should I check the weather for a dog festival?: Check it 48 hours before the event and again on the morning of the festival. Use the forecast to decide where to place tents, mats, water stations and activities, and to update participants if conditions affect the programme.

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.