Garden bird count checklist

A garden bird count runs smoothly when the route, observation spots and counting rules are settled before people arrive. Use this checklist to work from registrations and dietary requirements through to equipment checks, refreshments and the final safety inspection. Plan permanent counting spots so participants know where to go, and place forms, clipboards and pencils at every location. On the day, allow time to welcome everyone, explain the protocol and distribute the materials before counting begins.

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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

Check the counting protocol
Send invitations
Process registrations
Collect dietary requirements
Choose observation spots
2 people
Describe the route to the garden
Check the weather forecast
Send participant information
Assign counting spots permanently
2 people
Print tally sheets and forms
Prepare name badges
Do the shopping
2 people
Check the binoculars
2 people
Charge tablets and phones
Prepare snacks
2 people
Set out coffee and tea
Set up tables
2 people
Place chairs and observation stools
3 people
Build party tents
4 people
Set out counting materials at each location
2 people
Put up welcome sign and directional sign
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Explain the counting protocol
2 people
Distribute counting materials
2 people
Count birds at each counting point
8 people
Supervise observation spots
4 people
Record observations on forms
8 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Collect counting results
2 people
Review results together
3 people
Enter the results digitally
2 people
See participants off
2 people

Aftercare

Gather counting materials
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
2 people
Collect and sort waste
2 people
Clean the garden and indoor space
2 people
Store materials dry and complete
2 people
Return borrowed binoculars
Send results to participants

What to bring

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

Furniture

Folding tablesqty 4
Folding chairsqty 35
Party tentsqty 2
Observation stoolsqty 12

Equipment

Binocularsqty 12
Birdwatching telescope
Tabletsqty 2
Chargersqty 4
Extension cordsqty 2

Lighting

LED lanternsqty 6

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving traysqty 4
Pitcherqty 4

Kitchen

Thermos flasksqty 4
Coolersqty 2
Small bowlsqty 8
Cutting boardsqty 2
Bread knivesqty 2

Stationery

Clipboardsqty 35
Pencilsqty 40
Waterproof markersqty 6
Tally formsqty 40
Name badgesqty 40
Rolls of tapeqty 3
Bird guidesqty 10

Cleaning

Bucketsqty 2
Cleaning clothsqty 8
Waste binsqty 4

Groceries

Groceries

Tips

Finalise the counting protocol before sending participant information. People need the same instructions on what to record, when to count and how to report sightings.
Assign observation spots permanently before the event and describe the route clearly. Mark the route with directional signs so participants are not searching for their location after arrival.
Check binoculars, the birdwatching telescope and tablets at least one day beforehand. Charge every tablet and phone, and test extension cords if equipment will be used outdoors.
Prepare refreshments around dietary requirements rather than buying them at the last minute. Set out coffee, tea, snacks, reusable cups and plates after the observation areas and seating are ready.
Complete the weather and safety checks on the morning of the count. Secure party tents, place stools and chairs safely, keep cables covered or out of walkways, and have lanterns ready if light changes.

Frequently asked questions

How far in advance should I organise a garden bird count?: Start registrations and invitations at least 2–3 weeks before the count. Confirm observation spots, participant information and dietary requirements several days beforehand, then check the weather again the day before.
How many observation spots do I need for a garden bird count?: Use one clearly assigned spot per counting team or participant group. Finalise the number after registrations close, then prepare a clipboard, tally forms, pencils and any required optics for each spot at least 24 hours in advance.
When should I check the equipment for a garden bird count?: Check binoculars, the telescope, tablets and chargers the day before. Charge tablets and phones overnight, and test extension cords, lanterns and outdoor equipment during the final setup check on the event morning.
What should I do before participants arrive at a garden bird count?: Set up tables, chairs, stools and tents, place counting materials at each location, put up welcome and directional signs, and complete a safety check at least 30 minutes before registration or arrival time.

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