How to organise a bird of prey show

A bird of prey show needs more planning than a typical outdoor event because the flying zone, audience and animal handling must work together. Start by booking an experienced bird of prey handler and a suitable venue, then arrange permits, toilets and parking before sending invitations. Build the safety plan around the birds’ flight paths, public boundaries and weather alternatives. On the day, allow time to inspect the area, set up barriers and test the microphone before guests arrive.

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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
Apply for a permit
2
Capture bird of prey handler
3
Reserve venue
4
Reserve toilets
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Coordinate parking spaces
9
Inspect the flying zone
2 people
10
Mark off the audience area
2 people
11
Develop safety plan
2 people
12
Determine the weather scenario
13
Calculate catering quantities
14
Print the program
15
Design route signs
16
Test music and microphone
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Collect materials
2 people
21
Prepare sign-in sheet
22
Check the weather forecast

Event

23
Open venue
2 people
24
Build party tents
4 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Mark off the flight zone
4 people
28
Place safety signs
2 people
29
Set up bird of prey enclosures
3 people
30
Check the airport
2 people
31
Test sound
2 people
32
Check the lighting and power
2 people
33
Set up the catering buffet
3 people
34
Set out coffee and tea
2 people
35
Set up registration desk
2 people
36
Brief volunteers
2 people
37
Receive the bird handler
2 people
38
Register visitors
3 people
39
Distribute program
2 people
40
Guide visitors to their seats
2 people
41
Handle the opening announcement
42
Guide the first birds of prey show
3 people
43
Moderate the Q&A
2 people
44
Refill drinks
2 people
45
Serve snacks
3 people
46
Check the audience area
2 people
47
Announce the evening show
48
Support the evening show
3 people
49
Ensure visitors leave safely
3 people
50
Safely release the birds of prey
3 people
51
Finalize food and drinks
2 people

Aftercare

52
Clear the flight area
3 people
53
Clear tables and chairs
4 people
54
Wash dishes
3 people
55
Collect waste
3 people
56
Clean the venue
3 people
57
Dismantle sound and lighting
2 people
58
Take down party tents
4 people
59
Return materials
2 people
60
Clean coolers
2 people
61
Check leftover catering
62
Process lost and found items
63
Process invoices and deposits

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 100
Bar stoolsqty 4
Registration desk
Waste binsqty 6

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Rechargeable flashlightsqty 6
Batteriesqty 24

Lighting

LED light garlandsqty 6
LED construction lightsqty 4
Cable matsqty 6

Safety

Crowd barriersqty 20
Barrier tapeqty 8
Conesqty 20
Warning signsqty 8
First aid kit
Fire extinguishersqty 2
Work glovesqty 8

Animal supplies

Bird of prey perchesqty 6
Transport cagesqty 6
Water tubsqty 6
Feed bowlsqty 6
Leather beltsqty 6
Falconry glovesqty 6
Protective coversqty 6
Rest screensqty 4
Portable seat sticksqty 4

Tableware

Reusable drinking glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving traysqty 8
Coffee cupsqty 60
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Serving spoonsqty 6
Bottle openersqty 4
Kettlesqty 2
Coffee machinesqty 2

Decorations

Directional signsqty 12
Program standsqty 6
Directional signsqty 8
Tableclothsqty 8
Name badgesqty 20

Cleaning

Bucketsqty 4
Broom setsqty 3
Mop setsqty 2
Sponge clothsqty 12

Catering

Groceries

Tips

Inspect the flying zone well before the show and mark the audience area with barriers, cones and warning signs. Keep routes, entrances and escape paths clear rather than improvising boundaries on the day.
Agree on a weather scenario with the handler at least 48 hours before the event. Decide whether the show will move, shorten or stop if wind, rain or poor visibility makes flying unsafe.
Book toilets and coordinate parking before invitations go out. Guests need clear route signs and parking instructions, especially when the venue has limited spaces or the flying zone is away from the main entrance.
Test the wireless microphone, speakers, mixer and power supply before opening the venue. Keep extension cords under cable mats and have rechargeable flashlights and spare batteries ready if the show runs late.
Prepare the registration desk, sign-in sheet and dietary information before guests arrive. Calculate catering quantities in advance, chill drinks early and prepare snacks so staff are not leaving the audience area during the demonstration.

Frequently asked questions

How far in advance should I organise a bird of prey show?: Start at least 8 to 12 weeks ahead. Permits, venue availability, the handler, toilets and parking often need to be confirmed before invitations are sent.
How do I make a bird of prey show safe for the audience?: Create the safety plan with the handler and inspect the flying zone before the event. Mark clear boundaries with barriers or tape, keep spectators outside the flight path and have a first aid kit and fire extinguishers on site.
What should I do if the weather is bad during a bird of prey show?: Set the weather decision point at least 24 to 48 hours before the show and check the forecast again on the day. Agree in advance whether the programme will move indoors, be shortened or cancelled when wind or rain affects safe flying.
How early should I set up for a bird of prey show?: Allow at least 3 hours for venue access and setup. That gives you time to build party tents, arrange tables and seating, mark the audience area, inspect the flying zone and test the microphone before registration opens.

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.