How to organise a dog fair from start to finish

Organising a dog fair starts with the date, venue and exhibitor layout—not with decorations or refreshments. Once the location is confirmed, build the floor plan, invite exhibitors and open visitor registration so you know what the day will require. Plan demonstrations, parking, volunteers and dog facilities together, because water, safe walking routes and waste disposal affect the whole site. Finish with printed lists, signs, badges, wristbands and chilled drinks, then transport everything to the venue in a clear loading 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
Confirm date and location
2 people
2
Create the trade fair map
2 people
3
Invite exhibitors
2 people
4
Send visitor invitations
2 people
5
Open the registration form
6
Register exhibitors
2 people
7
Process visitor registrations
2 people
8
Collect dietary requirements
9
Assign pitch locations
2 people
10
Make reservations for materials
11
Confirm suppliers
12
Compile program
2 people
13
Document demonstrations
2 people
14
Send the floor plan to exhibitors
15
Publish visitor information
16
Send parking information
17
Brief volunteers
2 people
18
Print the visitor list
19
Prepare name badges
2 people
20
Print information signs
21
Sort wristbands
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Bring materials to the venue
4 people
26
Open venue
2 people
27
Set up the entrance desk
2 people
28
Set up exhibitor desk
2 people
29
Set up tables and chairs
5 people
30
Mark stalls
3 people
31
Prepare exhibitor packs
2 people
32
Set up registration desk
2 people
33
Place dog water stations
3 people
34
Place waste stations
2 people
35
Set up dog rest area
3 people
36
Mark off demonstration area
3 people
37
Hang up decorations
2 people
38
Test sound equipment
2 people
39
Set up coffee station
2 people
40
Set out snacks
3 people
41
Welcome exhibitors
4 people
42
Carry out the final safety check
3 people

Event

43
Open the entrance
4 people
44
Register visitors
4 people
45
Guide visitors around
3 people
46
Support exhibitors
2 people
47
Announce the program
48
Guide demonstrations
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Serve coffee and tea
2 people
52
Refresh dog water
2 people
53
Clean up dog waste
2 people
54
Empty trash bins
2 people
55
Check toilets
56
Check stock
57
Announce the final round
58
See visitors out
4 people
59
Have exhibitors unload
3 people

Aftercare

60
Collect exhibitor materials
3 people
61
Take down tables and chairs
5 people
62
Clear the demonstration area
3 people
63
Clear dog rest area
3 people
64
Wash dishes
3 people
65
Empty coolers
2 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Return materials
4 people
69
Return borrowed materials
2 people
70
Sort lost property
71
Collect exhibitor invoices
72
Send visitor thank-you gifts

What to bring

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

Furniture

Tablesqty 30
Chairsqty 80
Bar stoolsqty 8
Party tentsqty 4
Folding countersqty 4
High tablesqty 8
Dog crateqty 6
Rubber floor matsqty 20

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Soup ladlesqty 4

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 10
Power banksqty 6

Dog supplies

Water tubsqty 16
Feed bowlsqty 6
Drinking water containersqty 8
Dog waste bag dispensersqty 12
Dog waste bag holdersqty 12
Crowd control barriersqty 20
Dog leashesqty 8
Collarsqty 8
Play ballsqty 20
Fetch-and-throwersqty 4
Brush setsqty 6
Training clickersqty 6

Registration

Name badgesqty 600
Lanyardsqty 100
Wristbandsqty 600
Badge holdersqty 100
Pensqty 30
Clipboardsqty 8
Cash boxqty 2
Payment terminalsqty 2

Decorations

Trade fair flagsqty 12
Buntingqty 10
Balloonsqty 200
Tableclothsqty 30
Table signsqty 40
Directional signsqty 20
Program boardsqty 6

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 8
Towel dispensersqty 8
First aid kitsqty 2
Paper shredder

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Measuring cupsqty 4
Thermos flasksqty 8
Ice packsqty 30
Storage binsqty 20

Catering

Groceries

Tips

Set the layout before assigning pitches. Place tables, counters and demonstration areas where visitors can move without crossing power cables, and leave clear routes around barriers and dog crates.
Open exhibitor registration early enough to assign pitches and confirm requirements before sending the final floor plan. Send the completed plan and arrival information at least 7 days before the fair.
Treat dog welfare as site infrastructure. Provide water tubs, filled drinking-water containers, feed bowls and waste-bag points in several areas, not only beside the entrance.
Plan the programme around setup and demonstrations. Document each demonstration with its time, location, equipment and responsible person, then brief volunteers before doors open.
Prepare the final visitor materials the day before. Print the visitor list, name badges and information signs, sort wristbands, chill drinks and pack extension cords, power strips and power banks with the equipment they serve.

Frequently asked questions

How far in advance should I organise a dog fair?: Start at least 12 weeks before the event. Confirm the date and venue first, then allow time for exhibitor invitations, visitor registration, supplier confirmations and the programme. Send the final floor plan and parking information about 7 days before the fair.
How do I plan the layout for a dog fair?: Create the trade fair map after confirming the venue’s entrances, power points and available space. Assign exhibitor pitches, demonstration areas, food and drink points, dog-water stations and barrier lines, then send the floor plan to exhibitors at least 7 days in advance.
What should I prepare for dogs at a dog fair?: Prepare water tubs, drinking-water containers, feed bowls, dog waste-bag dispensers and holders, plus clear routes controlled with barriers. Check these facilities during setup and refill water throughout the event rather than waiting until supplies run low.
When should I brief volunteers for a dog fair?: Brief volunteers no later than 1 day before the fair, with a short on-site check before visitors arrive. Give them the programme, floor plan, registration process, parking information and instructions for water, waste bags, barriers and demonstrations.

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.