Farm show checklist: what to arrange and when

A farm show has several moving parts: animals, demonstrations, visitors, vehicles and an outdoor site. Start by fixing the date, programme and location, then work through permits, insurance, animal records and supplier bookings. The final week is about checking the grounds, confirming registrations, printing the run sheet and buying supplies. This checklist helps you spot the jobs that are often left too late, including toilets, power, waste collection, weather plans and a calm arrival process for the animals.

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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 date and program
2 people
Reserve the venue and grounds
Contact animal handlers
2 people
Document demonstrations
2 people
Send invitations
2 people
Open registrations
Post promotion online
Check permits
Check insurance
Process registrations
Collect dietary requirements
Collect animal records
2 people
Record veterinarian details
Reserve power supply
Arrange waste collection
Reserve toilets
Calculate catering quantities
2 people
Check material stock
2 people
Print the run sheet
Send directions
Do the shopping
3 people
Inspect animal enclosures
3 people
Mow and level the grounds
3 people
Check the weather forecast
Let the animals settle in calmly
3 people
Cordon off the area
4 people
Build party tents
4 people
Set up animal pens
4 people
Install fences and gates
4 people
Connect power and lighting
2 people
Set up tables and chairs
4 people
Mark Demo Area Without Stage
2 people
Set up information points
2 people
Identify animals
3 people
Feed and water animals
3 people
Start catering
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Hang up signage
2 people
Set up visitor registration
2 people
Carry out a safety check
3 people
Instruct animal handlers
2 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Explain the program
Lead the animal presentation
4 people
Lead agricultural demonstration
3 people
Guide the children's tour
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Feed and care for animals
4 people
Keep animal enclosures clean
3 people
Answer audience questions
2 people
Supervise animals
3 people
Guide the photo moment
2 people
Announce evening program
Support the evening show
4 people
Guide visitors to the exit
3 people
Bring the animals back
4 people

Aftercare

Care for animals after the event
3 people
Clean up catering
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Clean Animal Pens
3 people
Take down fences and barriers
4 people
Take down party tents
4 people
Put furniture back
4 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Beer tablesqty 6
Chairsqty 80
Foldable tablesqty 4
High tablesqty 6

Animal care

Animal pensqty 8
Drinking bowlsqty 12
Feed bowlsqty 12
Hay balesqty 10
Hay balesqty 12
Animal Transport Cratesqty 6
Haltersqty 4
Line materialsqty 4
Poop scoopsqty 4
Wheelbarrowsqty 3
Aviary netsqty 2
Animal care kitsqty 3

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Fence panelsqty 24
Conesqty 20
First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable glassesqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot holding containersqty 3
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving jugsqty 6

Equipment

Extension cordsqty 8
Cable reelsqty 4
Battery lampsqty 12
Megaphonesqty 2
Walkie-talkiesqty 6

Decorations

Buntingqty 10
Farm signsqty 12
Route arrowsqty 16
Name badgesqty 40
Menusqty 12

Registration

Registration formsqty 120
Pensqty 20
Wristbandsqty 150
Cash register
Cash float box

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Toilet paper holdersqty 4

Catering

Groceries

Tips

Contact animal exhibitors and demonstration leaders early enough to confirm arrival times, animal records and veterinarian details before you open registrations. Missing records are harder to chase once visitors have been invited.
Walk the full site at least one week before the show. Mow and level the grounds, inspect animal pens, check that barriers and fence panels fit, and mark where tents, toilets, power and waste collection will go.
Keep animal areas separate from visitor routes with crowd barriers, cones or fencing, and place hand-washing and first-aid equipment where staff can reach it quickly. Do a final safety walk before animals arrive.
Calculate catering and tableware from confirmed registrations, including dietary requirements. Reusable plates, bowls, glasses, cups and cutlery need collecting, washing and returning, so assign those jobs before event day.
Check the weather forecast 48 hours before opening and again on the morning itself. Confirm the backup power supply, tent arrangements and changes to the run sheet, then let exhibitors know where to unload and allow the animals to settle calmly.

Frequently asked questions

How far in advance should I plan a farm show?: Start planning at least 8 to 12 weeks ahead. Use the first few weeks for the date, site, programme, animal exhibitors, demonstrations, permits and insurance; open registrations only after those basics are secure.
When should I book toilets and power for a farm show?: Book toilets and any temporary power supply as soon as the date and site are confirmed, preferably 6 to 8 weeks before the show. Recheck delivery, access and connection details during the final week.
What should I check the day before a farm show?: Check the forecast, grounds, animal pens, barriers, tents, tables, waste arrangements and catering supplies the day before. Print the run sheet, prepare directions and confirm arrival times so staff are not solving basic logistics while visitors arrive.
How do I prepare animals for a farm show?: Collect animal records and veterinarian details before the event, then inspect pens, drinkers, feeders, hay, straw and transport crates. On arrival, give the animals time to settle calmly and keep their area away from heavy visitor traffic.

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.