How to organise a cat fair without missing key details

Organising a cat fair starts with the venue, permissions and a clear registration process—not with the judging table. You need enough time to verify cat details, collect vaccination certificates and build a practical layout for exhibitors, cages, visitors and catering. The programme should be fixed before you publish arrival information, while volunteers need assigned roles before the event day. Use the plan below to keep administration, animal welfare, equipment and visitor flow in the right order.

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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 the venue definitively
2
Check permits and notifications
3
Arrange event insurance
4
Draft participant terms and conditions
2 people
5
Create cat registration form
6
Send invitations
2 people
7
Publish the fair online
8
Contact exhibitors
2 people
9
Invite judges and speakers
10
Process registrations
2 people
11
Check cat details
2 people
12
Request vaccination certificates
13
Collect dietary requirements
14
Create the booth layout
2 people
15
Create the program and judging schedule
2 people
16
Reserve catering and groceries
17
Reserve rental equipment
18
Assign volunteers
2 people
19
Send participant information
20
Prepare visitor registration
2 people
21
Make name badges and wristbands
2 people
22
Print floor plan and signage
23
Print inspection forms
24
Order prizes and certificates
25
Do the shopping
2 people
26
Check cat supplies
2 people
27
Store chilled products in the fridge
28
Clean the venue beforehand
3 people
29
Set up tables and chairs
4 people
30
Set up cat cages
4 people
31
Mark stalls
2 people
32
Set up inspection room
3 people
33
Set up the entrance and checkout
2 people
34
Set up the catering table
2 people
35
Chill drinks
2 people
36
Hang decorations
2 people
37
Test the sound and lighting
2 people
38
Check first aid and evacuation routes
2 people
39
Welcome exhibitors
3 people
40
Place cats safely in cages
4 people
41
Distribute inspection documents
2 people
42
Hold volunteer briefing
3 people

Event

43
Welcome visitors
4 people
44
Check tickets
2 people
45
Inform visitors
2 people
46
Guide cat presentations
3 people
47
Assist at the cat show
4 people
48
Announce Demonstrations
49
Serve drinks
3 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Keep buffet and tables clean
2 people
53
Check cat cages
3 people
54
Change the cat water
2 people
55
Keep cat enclosures clean
2 people
56
Answer visitor questions at booths
2 people
57
Award prizes and certificates
3 people
58
Inform last visitors
2 people
59
Ensure cats leave safely
3 people

Aftercare

60
Close the register
2 people
61
Check out exhibitors
2 people
62
Dismantle cat cages
4 people
63
Clear tables and chairs
4 people
64
Collect and sort waste
3 people
65
Wash the dishes and kitchenware
2 people
66
Clean the venue
4 people
67
Remove decorations and signage
2 people
68
Return borrowed materials
2 people
69
Store leftovers refrigerated
70
Register lost property
71
Send a thank-you gift to participants
72
Send photos to participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Cat cagesqty 40
Foldable tablesqty 6
Cash desk table
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Cash drawer
Payment terminalqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 8
Cable reelsqty 2
Laptop
Printer
Walkie-talkiesqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pitchersqty 8
Thermos flasksqty 4
Coolersqty 4
Serving tongsqty 8

Decorations

Trade show tableclothsqty 24
Cat postersqty 12
Buntingqty 8
Balloonsqty 100
Price listsqty 20
Name badgesqty 80
Wristbandsqty 600
Cat toys for boothsqty 20

Lighting

LED lampsqty 12
Mood lightingqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Dog waste bagsqty 500
Litter boxesqty 45
Water bowlsqty 45
Disinfectable matsqty 45
Hand sanitizerqty 8

Catering

Groceries

Tips

Confirm the venue, permits, insurance and participant terms before sending invitations. Allow at least 6–8 weeks for approvals and changes, especially if the venue has specific rules for animals or public access.
Close cat registrations early enough to check every entry and request missing vaccination certificates. Set a deadline 10–14 days before the fair so the judging schedule and cage layout are based on verified information.
Design the floor plan around the cats first: place cat cages away from loudspeakers and busy entrances, leave clear routes for visitors, and keep inspection and judging areas easy to reach. Print the plan and signs before setup day.
Prepare the programme with fixed judging times, exhibitor arrival instructions and breaks for volunteers. Send participant information at least 7 days in advance, including registration details, dietary requirements and what happens on arrival.
Test the practical equipment before doors open. Check the payment terminal, cash drawer, printer, microphone, speakers, extension cords and cable reels, and assign a volunteer to monitor power and visitor flow throughout the day.

Frequently asked questions

How long does it take to organise a cat fair?: Allow at least 6–8 weeks for a small cat fair and longer if permits, insurance or a large judging programme are involved. Close registrations 10–14 days before the event so you have time to verify documents and prepare the layout.
When should cat registrations close?: Set the registration deadline around 10–14 days before the fair. Use the remaining time to check cat details, request vaccination certificates, create the judging schedule and assign cages and exhibitor spaces.
How many volunteers are needed for a cat fair?: Plan for at least one volunteer per main function: registration, exhibitor support, judging support, visitor information, catering and general supervision. For a busy fair, add one floating volunteer for every 50–75 visitors so queues and equipment issues do not disrupt the programme.
What should be checked the day before a cat fair?: Check the floor plan, cages, tables, signage, inspection forms, name badges, wristbands, prizes and certificates at least 24 hours beforehand. Also test payment equipment, microphones, coffee machines and power connections before exhibitors arrive.

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.