How to organise a bird fair from start to finish

Organising a bird fair starts with the venue, date and exhibitor rules—not with the tables. Once registration opens, keep one current participant list with table assignments, bird species, special-care notes and dietary requirements. Work towards a fixed setup deadline so cages, labels, signs, payment equipment and catering are ready before exhibitors arrive. The final check should cover bird welfare, visitor flow, power, refreshments and who is responsible at each point of 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

1
Confirm date and location
2
Plan the room layout
2 people
3
Draft participant terms and conditions
2 people
4
Create registration form
5
Send invitations
2 people
6
Contact bird clubs
2 people
7
Process registrations
2 people
8
Update participant list
9
Assign tables to exhibitors
2 people
10
Record bird species
2 people
11
Record special care
2 people
12
Collect dietary requirements
13
Set admission prices
2 people
14
Prepare promotion
2 people
15
Publish on social media
16
Distribute posters
3 people
17
Make catering reservation
18
Check the shopping list
2 people
19
Arrange payment methods for admission
20
Assign volunteers
2 people
21
Send participant information
22
Prepare name badges
2 people
23
Print birdcage labels
2 people
24
Print direction signs
25
Collect materials
3 people
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Open hall
2 people
30
Set up tables
5 people
31
Set up chairs
3 people
32
Connect power supply
2 people
33
Check the lighting
2 people
34
Set up the registration desk
2 people
35
Set up the catering table
3 people
36
Set up a bird care station
2 people
37
Hang route signs
2 people
38
Welcome exhibitors
4 people
39
Direct exhibitors to the tables
3 people
40
Safely place bird cages
5 people
41
Check enclosure information
3 people
42
Check toilets
43
Brief entrance staff
2 people
44
Brief the catering staff
2 people
45
Final safety check
3 people

Event

46
Open the doors
2 people
47
Register visitors
3 people
48
Collect entrance fees
2 people
49
Inform visitors
2 people
50
Checking bird cages
3 people
51
Refill the water bowls
3 people
52
Check feed bowls
3 people
53
Serve catering
3 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
57
Guide visitor flow
2 people
58
Support the sales tables
2 people
59
Inform last visitors
2 people
60
See visitors out
3 people

Aftercare

61
Let the birds depart safely
5 people
62
Collect lost and found items
63
Clean up catering
3 people
64
Wash dishes
3 people
65
Clear tables and chairs
5 people
66
Pack cages and materials
4 people
67
Collect waste
3 people
68
Clean the room
4 people
69
Turn Off Power
2 people
70
Lock up the venue
2 people
71
Return materials
2 people
72
Store leftover food
2 people
73
Remove residual waste
2 people
74
Call lost and found
75
Thank participants

What to bring

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

Furniture

Tablesqty 32
Chairsqty 48
Entrance desk
Stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 8
Power stripsqty 10
Cash drawer
Payment terminal
Handheld microphone
Megaphone

Bird care

Bird cagesqty 36
Transport cagesqty 8
Water bowlsqty 48
Food bowlsqty 48
Drink bottlesqty 24
Bird netsqty 6
Cage coversqty 36
Wooden seating benchesqty 48
Reserve containersqty 12
Paper floor coveringqty 8
Bird transport boxesqty 20
Towelsqty 12

Decorations

Route signsqty 12
Tablecloth setsqty 20
Name badgesqty 60
Bird postersqty 12
Directional signsqty 8
Information boardsqty 10
Table numbersqty 36
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 12
Work lightsqty 4
Batteriesqty 24

Kitchen

Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Ice packsqty 20
Serving tongsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Spongesqty 12
Microfiber clothsqty 24
Hand sanitizer dispensersqty 6
Waste binsqty 10

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 8
Work glovesqty 12

Administration

Clipboardsqty 6
Ballpoint pensqty 30
Notepadsqty 8
Visitor formsqty 200
Exhibitor listsqty 20
Cash box

Catering

Groceries

Tips

Choose the venue and date before contacting clubs or sending invitations. Confirm that the room has enough space for tables, visitor movement, an entrance desk, seating and safe placement of bird cages.
Close registration early enough to assign tables and print materials. A practical deadline is 7–10 days before the fair; after that, last-minute changes can affect the participant list, cage labels and room layout.
Ask exhibitors for bird species and special-care information on the registration form. Keep these details with the exhibitor list so volunteers know about water, food, transport cages or other handling needs before setup.
Plan admission and payment before opening day. Test the payment terminal, prepare a cash drawer and decide who handles entry payments; keep a clear price list at the entrance so queues do not stall.
Send participant information at least 3 days before the fair, including arrival and setup times, assigned table, directions and what exhibitors must bring. During setup, check extension cords, power strips, signs, microphone or megaphone and the catering delivery before doors open.

Frequently asked questions

How far in advance should I organise a bird fair?: Start at least 8–12 weeks before the event. Confirm the venue and date first, then allow time for club contacts, registration, promotion, catering and volunteer assignments.
When should bird fair registration close?: Close registration about 7–10 days before the fair. This gives you time to assign exhibitor tables, record species and care details, prepare badges and print cage labels.
What information should bird fair exhibitors provide?: Collect the exhibitor’s contact details, bird species, special-care requirements and any dietary requirements. Ask for this information during registration and check the list again 3–5 days before the event.
How early should volunteers arrive at a bird fair?: Have the setup team arrive at least 2 hours before doors open. They need time to arrange tables and cages, place signs, prepare the entrance desk, test payments and check food, water and power.

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.