How to organise a cat fair from the first booking to opening time

A cat fair needs more than tables and exhibitors: you are coordinating animals, visitors, payments, catering and welfare at the same time. Start by fixing the date and venue, then build the exhibitor list before planning the floor layout and public programme. Registrations, admission details and animal welfare rules must reach participants early. In the final week, check every stand, sign, payment point and power connection so the event does not depend on last-minute improvisation.

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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
Plan the room layout
2 people
3
Contact exhibitors
2 people
4
Publish registration form
5
Send invitations
2 people
6
Post promotion on social media
7
Distribute posters
2 people
8
Process registrations
2 people
9
Assign pitch locations
2 people
10
Confirm participants
2 people
11
Collect dietary requirements
12
Book catering
13
Determine the admission payment method
2 people
14
Communicate admission prices
15
Create a visitor map
16
Compile program
2 people
17
Draw up animal welfare rules
2 people
18
Send participant information
2 people
19
Assign volunteers
2 people
20
Print contact list
21
Prepare name badges
2 people
22
Make booth signs
2 people
23
Print Signage
24
Prepare price cards
2 people
25
Prepare the payment register
2 people
26
Do the shopping
2 people
27
Check materials
2 people
28
Check expiration dates
29
Clean the cat enclosures
3 people
30
Set out boxes and materials
2 people

Event

31
Open hall
2 people
32
Check floors and entrances
2 people
33
Set up tables
4 people
34
Set up chairs
3 people
35
Set up cat enclosures
4 people
36
Welcome exhibitors
3 people
37
Register exhibitors
2 people
38
Place cats safely
4 people
39
Inspect cat enclosures
2 people
40
Set up catering
3 people
41
Set up the registration desk
2 people
42
Set up the cloakroom
2 people
43
Test music and microphone
2 people
44
Briefing for entrance volunteers
3 people
45
Brief exhibitors
2 people
46
Open the doors
4 people
47
Check admission tickets
3 people
48
Inform visitors
2 people
49
Support exhibitors
2 people
50
Check cat enclosures
3 people
51
Monitor hygiene around cats
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
2 people
57
Announce program items
58
Warn last visitors
2 people
59
Let visitors leave
3 people
60
Safely unload cats
4 people

Aftercare

61
Close the register
2 people
62
Switch off equipment
2 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Clean the cat enclosures
3 people
66
Collect waste
3 people
67
Clean the room
4 people
68
Remove decorations
2 people
69
Collect lost and found items
70
Inventory materials
2 people
71
Return rental items
2 people
72
Store leftover stock
2 people
73
Process payment details
2 people

What to bring

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

Furniture

Foldable tablesqty 24
Chairsqty 80
Cash register tableqty 2
Coat racksqty 2
Cat crate tablesqty 12
Cat enclosuresqty 40
Folding cratesqty 12

Tableware

Reusable coffee cupsqty 80
Reusable water glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 8
Charging stationsqty 2
Cash registersqty 2
Cash boxesqty 2
Calculatorsqty 2
Power banksqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 2
Serving plattersqty 10
Serving trays with lidsqty 6
Serving tongsqty 6
Ice packsqty 12
Food containersqty 8

Decorations

Tableclothsqty 24
Cat-themed flagsqty 6
Bannersqty 8
Cat figurinesqty 12
Photo backdrop
Card holdersqty 30
Plant decorationqty 10
Name badgesqty 120
Booth number cardsqty 50
Wayfinding signsqty 18
Program boardsqty 4
Information boardsqty 12
Clipboardsqty 12
Information leafletsqty 400
Visitor flyersqty 500
Wristbandsqty 500
Cloakroom numbersqty 200
Laminator
Laminating sleevesqty 100
Tapeqty 8
Paper tapeqty 6
Scissorsqty 6
Markersqty 24

Lighting

LED light stringsqty 8
LED lampsqty 12
Desk lampsqty 8

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 24
Disinfectant sprayqty 6
Hand sanitizer stationsqty 6
Dog waste bag dispensersqty 6
Litter boxesqty 40
Waste binsqty 10
Hand broomsqty 4
Dustpansqty 4
Warning signsqty 4
Shoe coversqty 200

Catering

Groceries

Tips

Fix the venue and room layout before assigning stand spaces. Include cat crate tables, animal enclosures, visitor routes and a separate cash register table; changing the layout after confirmations creates avoidable rework.
Give exhibitors a firm registration deadline and send confirmations with the floor plan, programme and welfare rules. Collect dietary requirements at the same time so catering is not guessing during the final week.
Plan the entrance as a working station, not just a doorway. Allow space for the payment register, payment terminals, admission information and a contact list, and prepare printed signage before setup day.
Make a power plan for coffee machines, kettles, the sound system, charging stations and lighting. Count extension cords and power strips in advance, and keep animal areas away from cables and crowded walkways.
Assign volunteers in shifts that cover setup, registration, exhibitor questions and closing. Prepare name badges, stand signs and price cards before the doors open; printing or sorting them during arrival is usually too late.

Frequently asked questions

How far in advance should I organise a cat fair?: Start at least 8 to 12 weeks ahead. Fix the date and venue first, then allow several weeks for exhibitor registrations, promotion, stand allocation, catering and participant information.
When should cat fair exhibitors receive the final information?: Send the confirmed floor plan, programme, welfare rules and arrival instructions at least 7 days before the fair. Include the contact details for the event team and any setup time in the same message.
How many volunteers do I need for a cat fair?: Plan at least 1 volunteer for every active area during opening hours: entrance, exhibitor support, welfare checks and general questions. Add a separate setup and closing team, rather than expecting the entrance team to do everything.
What should I prepare for payments at a cat fair?: Set the admission payment method and publish the prices before promotion starts. Test every payment terminal and prepare the payment register at least 1 day before the event, with a backup way to record transactions.

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.