How to organise a bird market without missing the details

Start by fixing the date and venue, then confirm permits and notifications before inviting bird owners or visitors. Open registration early enough to assign pitches, send confirmations and prepare accurate stand numbers. On the day, separate unloading from visitor routes, set up cages and welfare supplies before opening, and make the registration and payment points easy to find. The details people most often leave too late are power, change, printed information and safe bird handling.

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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 people
2
Check permits and notifications
3
Invite bird owners
2 people
4
Invite attendees
2 people
5
Open the registration form
6
Register bird keepers
2 people
7
Assign pitch locations
2 people
8
Send participant confirmations
9
Publish visitor information
10
Design arrows and map
11
Prepare stand numbers
2 people
12
Sort admission wristbands
2 people
13
Prepare cash register and change
2 people
14
Print contact list
15
Print bird welfare instructions
16
Do the shopping
2 people
17
Check materials
2 people
18
Fill coolers
2 people
19
Reminding Aviary Volunteers
20
Open venue
2 people
21
Cordon off the loading and unloading area
2 people
22
Set up tables and chairs
4 people
23
Set up cages
4 people
24
Hang up stand numbers
2 people
25
Mark walking routes
2 people
26
Place access signs
2 people
27
Connect stall lighting
2 people
28
Set up the registration table
2 people
29
Set up the cash register
2 people
30
Set up coffee station
2 people

Event

31
Receive bird holders
3 people
32
Check Cages and Birds
3 people
33
Show exhibitors to their spots
2 people
34
Explain bird welfare rules
2 people
35
Staff the entrance
3 people
36
Inform visitors
2 people
37
Support exhibitors
2 people
38
Serve coffee and tea
2 people
39
Refill drinks
2 people
40
Empty trash bins
2 people
41
Check toilets
2 people
42
Keep walkways clear
2 people
43
Ensure birds have peace and quiet
2 people
44
Register lost and found items
45
Announce the last visitors
46
Guide exhibitors out
3 people

Aftercare

47
Close the register
2 people
48
Take down cages
4 people
49
Take down tables and chairs
4 people
50
Collect materials
3 people
51
Collect waste
3 people
52
Sweep floors
3 people
53
Clean the restrooms
2 people
54
Cleaning Surfaces
2 people
55
Hand over the venue
2 people
56
Store materials dry
2 people
57
Return rental items
2 people
58
Throw away leftovers
2 people

What to bring

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

Furniture

Foldable tablesqty 24
Folding chairsqty 48
Cash register and registration tablesqty 3
Party tentsqty 4
Bollardsqty 20
Barrier tapeqty 4

Equipment

Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Stirrersqty 200
Platesqty 60

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Serving plattersqty 6
Pliersqty 4

Bird supplies

Bird cagesqty 40
Transport cagesqty 12
Drink cupsqty 40
Food bowlsqty 40
Cage Coversqty 20
Absorbent cage linersqty 120
Spare Seating Stoolsqty 40

Decorations

Table signsqty 40
Directional signsqty 12
Floor plansqty 50
Information boardsqty 8
Tableclothsqty 24

Catering

Groceries

Cleaning

Waste binsqty 12
Broom setsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 4
Rubber glovesqty 12
Disinfectant sprayqty 6

Registration

Registration formsqty 100
Clipboardsqty 12
Pensqty 30
Name stickersqty 150
Admission wristbandsqty 600
Cash envelopesqty 10
Cash traysqty 2

Safety

Cable matsqty 12
Non-slip matsqty 20
Flashlightsqty 6
Work glovesqty 12

Tips

Set a registration deadline before the event so you have time to assign pitch locations, send confirmations and print stand numbers. Keep a contact list with current phone numbers for every registered bird keeper.
Plan the site in three separate flows: unloading, bird-market pitches and visitor walking routes. Use bollards and barrier tape to keep the loading area clear, then mark routes and arrows before doors open.
Prepare bird welfare materials before setting up the public areas. Have cages, transport cages, cage covers, absorbent liners, food bowls and drink cups ready so owners are not searching for supplies during the busiest period.
Test every payment and power point before opening. Count the starting change, check payment terminals, extension cords and power strips, and keep coolers, coffee equipment and serving items together at the refreshment station.
Print visitor information, welfare instructions, the site map and contact details in advance. Put stand numbers and directional signs up while tables and cages are being set up, not after attendees have already arrived.

Frequently asked questions

How early should I start organising a bird market?: Start at least 8 to 12 weeks before the market. Confirm the date, venue and permit requirements first, then allow several weeks for bird-keeper registration, pitch assignments and visitor information.
When should bird-keeper registration close?: Close registration at least 10 to 14 days before the event. This gives you time to assign pitches, prepare stand numbers, send confirmations and print a reliable contact list.
What should be ready before a bird market opens?: Set up tables, chairs, cages, signs and walking routes before opening, and complete a final check at least 60 minutes beforehand. Payment equipment, change, welfare instructions, coolers and refreshments should already be in position.
How do I organise unloading safely at a bird market?: Create a separate unloading area and cordon it off with bollards or barrier tape before exhibitors arrive. Keep it clear of visitors and close the area once unloading is finished, so cages and transport equipment do not cross the main walking routes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.