Dog show checklist: from first planning step to final ring check

A dog show needs more than a ring and a list of competitors. You need to secure the date and site, check permits and insurance, appoint judges and ring staff, and give participants clear instructions before show day. Registration details, start numbers, prizes, water, shade and veterinary cover all need a firm deadline. Use this checklist to work through the planning in the right order and avoid last-minute gaps at the venue.

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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
Assign judges
Assign ring staff
Arranging a veterinarian
Send invitations
2 people
Open registration form
Publish competition rules
Determine prize categories
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Confirm start times
Create the ring layout
2 people
Assign start numbers
2 people
Inform participants
2 people
Order prizes and ribbons
Order food and drink supplies
Check the weather forecast
Arrange key and access
Print race numbers
2 people
Print participant lists
2 people
Prepare route signs
2 people
Sort prizes
2 people
Check equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mow and inspect the grounds
2 people
Check the venue for safety
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set out the dog rings
4 people
Set up the jury tables
2 people
Set up registration desk
2 people
Set up catering point
3 people
Connect the speakers
2 people
Set up signage
2 people
Place waste stations
2 people
Fill dog water stations
2 people
Carry out the final site check
3 people
Brief volunteers
2 people

Event

Staff registration desk
2 people
Hand out race numbers
2 people
Welcome visitors
3 people
Guide dogs to the rings
4 people
Announce the opening
Supervise judging rounds
6 people
Collect judging forms
2 people
Process interim results
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Check water supply
2 people
Clean up dog waste
2 people
Empty trash bins
2 people
Guide the audience to the final
2 people
Lead the final
5 people
Present prizes
3 people
Announce the closing
See visitors out
3 people

Aftercare

Close catering
3 people
Wash dishes
3 people
Clear the site
5 people
Clean up dog waste and litter
3 people
Take down tents and furniture
5 people
Switch off equipment
2 people
Remove plates and materials
3 people
Clean the venue
4 people
Take waste to the collection point
2 people
Dry and store materials
3 people
Return borrowed materials
2 people
Keep leftovers refrigerated
2 people
Collect lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 4
Bar stoolsqty 6
Tableclothsqty 10
Changing boothsqty 2

Sports equipment

Bollardsqty 40
Barrier tapeqty 8
Ring matsqty 4
Start number ringsqty 120
Dog agility obstaclesqty 6
Water tubsqty 12
Dog leashesqty 8
Dog crateqty 6

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3

Kitchen

Coffee machinesqty 2
Food warmersqty 3
Serving traysqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Serving tongsqty 6
Measuring cupsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Sugar bowlsqty 4
Milk jugsqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Bannersqty 6
Prize tablesqty 2
Number platesqty 4
Chalkboardsqty 8

Lighting

LED string lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 12
Dog waste bag holdersqty 8
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Washing-up bowlsqty 3

Catering

Groceries

Tips

Confirm the venue, access arrangements, permits and insurance before opening registration. Check that there is enough space for the ring layout, waiting dogs, changing booths, parking and party tents.
Appoint judges, ring staff and a veterinarian early, then publish the competition rules and prize categories before sending invitations. Participants need the rules and start times before they commit.
Close registration with enough time to check every participant detail, collect dietary requirements and assign start numbers. Print participant lists and spare number rings rather than relying on phones at the ring.
Plan the site around dogs as well as spectators: use ring mats, bollards or barrier tape, water tubs, dog leashes and a dog crate where needed. Check shade, shelter and weather conditions at least 24 hours before the event.
Build a power and service check into the final setup. Test speakers, microphone, mixer, extension cords and power strips, and place coolers, coffee equipment, food warmers and serving trays before guests arrive.

Frequently asked questions

How far in advance should I organise a dog show?: Start planning at least 8 to 12 weeks before the show. Confirm the date, location, permits, insurance, judges and veterinarian first; open registration only after the basic event details are settled.
When should dog show registration close?: Close registration 7 to 10 days before the event if possible. This gives you time to verify participant details, assign start numbers, print lists and notify everyone of confirmed start times.
How much water should I provide at a dog show?: Set out at least one water point for every 25 to 30 dogs, with extra tubs near the ring and waiting area. Refill them throughout the day, especially during warm weather, and keep a reserve supply available.
When should I check the weather for a dog show?: Check the forecast 72 hours before the show and again 24 hours before opening. Use the final check to confirm tents, shelter, ring mats, access arrangements, water supplies and any changes you need to communicate to participants.

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.