How to organise a bird show from first booking to judging

A bird show needs more than a venue and a collection of cages. Start by fixing the date, registering the exhibition and inviting exhibitors early enough to process entries, species and dietary requirements. Then prepare the judging structure, labels, prizes and equipment before the hall opens. On the day, allow time for cage checks, water and feed portions, registration, table layout and clear signage so exhibitors and judges can work without delays.

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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
Reserve venue
2
Set the show date
2 people
3
Register the bird exhibition
4
Send invitations
2 people
5
Invite exhibitors
2 people
6
Process registrations
7
Record bird species
2 people
8
Collect dietary requirements
9
Compile program
2 people
10
Determine prize categories
2 people
11
Confirm judges
12
Inventory bird cages
2 people
13
Create table numbers
14
Print species labels
15
Print Signage
16
Buy prizes
2 people
17
Do the shopping
2 people
18
Clean the cages
3 people
19
Check transport cages
2 people
20
Prepare feed portions
2 people
21
Prepare catering
3 people
22
Set up the registration table
2 people
23
Open hall
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up cages
4 people
27
Set up bird cages
4 people
28
Attach species labels
2 people
29
Set up the jury tables
2 people
30
Hang decorations
2 people
31
Chill drinks
2 people
32
Set up the coffee station
2 people
33
Test sound equipment
2 people
34
Conduct a safety check
2 people

Event

35
Welcome exhibitors
3 people
36
Register birds
3 people
37
Place the birds calmly
4 people
38
Welcome visitors
3 people
39
Register entry
2 people
40
Assist with the bird presentation
2 people
41
Guide the jury evaluation
3 people
42
Serve coffee and tea
2 people
43
Serve snacks
2 people
44
Refill drinks
2 people
45
Check bird feed and water
3 people
46
Monitor cages and visitors
2 people
47
Handle prize ceremony
3 people
48
Check out exhibitors
3 people
49
Let the birds depart safely
4 people

Aftercare

50
Dismantle cages
4 people
51
Take down tables and chairs
4 people
52
Wash dishes
3 people
53
Collect waste
3 people
54
Clean the room
4 people
55
Clean the restrooms
2 people
56
Inventory materials
2 people
57
Return borrowed items
2 people
58
Clear away leftover feed
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Registration desk
Jury tablesqty 3
Tableclothsqty 12

Animal care

Bird cagesqty 40
Transport cagesqty 10
Food bowlsqty 50
Drink cupsqty 50
Perchesqty 50
Cage bottomsqty 40
Cage coversqty 25
Water sprayersqty 4
Towelsqty 20
Animal brushesqty 4

Equipment

Laptop
Printer
Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 6
Coolersqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving tongsqty 4

Decorations

Buntingqty 6
Bird postersqty 10
Trophiesqty 12
Table décorqty 12

Lighting

LED lampsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the date and reserve the venue before opening registrations. Leave at least 6–8 weeks for invitations, exhibitor entries, species records and the printed programme.
Close registrations early enough to create accurate species labels and table numbers. A final list 7–10 days before the show gives you time to correct names and prepare the judging tables.
Check every cage and transport cage before setup, including cage bottoms, perches, food bowls and drink cups. Clean cages and prepare feed portions on the day before the exhibition rather than during registration.
Confirm the judges and prize categories before printing the programme or signage. Keep one working list with the judge assignments, species labels and award categories so changes do not spread across several documents.
Plan the hall setup in a fixed order: open the hall, place tables and chairs, position the registration desk and jury tables, then connect the laptop, printer, microphone and sound system. Test extension cords and power strips before exhibitors arrive.

Frequently asked questions

How far in advance should I organise a bird show?: Start at least 6–8 weeks before the show. Book the venue and set the date first, then allow time for exhibition registration, invitations, exhibitor entries, judging and printed materials.
When should bird show registrations close?: Close registrations about 7–10 days before the event. This gives you enough time to record bird species, print labels, assign tables and prepare an accurate programme.
How many bird cages do I need for a bird show?: Count one suitable cage for every entered bird or display position, then keep roughly 10% extra if space allows. Confirm the final number after registrations close and inspect each cage before setup.
What should I prepare the day before a bird show?: Clean the cages, check transport cages, prepare feed portions, print labels and signage, and pack prizes and registration materials. Completing these tasks the day before leaves the event morning for tables, chairs, registration and equipment checks.

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.