How to organise a dog festival

A dog festival needs more than a few activities and an open field. Start by confirming the date and location, then check permits, insurance and veterinary support before publishing the event. Once registrations open, use the numbers to plan activities, volunteers, food and equipment. The final week is about reducing surprises: send clear participant information, check the forecast, prepare race numbers and name badges, and make sure every station has what it needs.

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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
Check permits
3
Check insurance
4
Send invitations
2 people
5
Publish event online
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm suppliers
9
Plan dog activities
2 people
10
Write out the competition rules
2 people
11
Inform the veterinarian
12
Recruit volunteers
2 people
13
Assign volunteers
2 people
14
Create floor plan
2 people
15
Check the weather forecast
16
Send participant information
17
Print registration lists
18
Prepare name badges
2 people
19
Make race numbers
2 people
20
Check materials
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Sort route signs
2 people
25
Set out setup materials
2 people
26
Inspect the site
3 people
27
Set up party tents
6 people
28
Set up tables and chairs
5 people
29
Build the agility course
4 people
30
Mark off dog zones
4 people
31
Set up water stations
3 people
32
Connect the sound system
2 people
33
Hang up decorations
3 people
34
Set up registration desk
2 people
35
Set up the catering buffet
4 people
36
Set out snacks and drinks
3 people
37
Conduct a safety check
3 people

Event

38
Welcome volunteers
2 people
39
Brief volunteers
3 people
40
Register visitors
3 people
41
Distribute welcome information
2 people
42
Welcome dogs
3 people
43
Lead the dog treasure hunt
4 people
44
Guide the agility course
4 people
45
Present the dog quiz
2 people
46
Serve coffee and tea
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Refill the water tubs
3 people
50
Clean up dog waste
3 people
51
Empty waste stations
2 people
52
Guide the photo contest
2 people
53
Guide the dog lap
4 people
54
Handle prize ceremony
3 people
55
Provide music and announcements
2 people
56
Coordinate first aid
2 people
57
Register lost property
58
Announce the final round
59
See visitors out
3 people

Aftercare

60
Catering breakdown
4 people
61
Take down agility equipment
4 people
62
Take down tents and decorations
6 people
63
Collect waste
4 people
64
Clean the grounds
5 people
65
Wash dishes
3 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Empty coolers
2 people
69
Store leftover food
2 people
70
Handle lost items
71
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Registration desk
Floor matsqty 6

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Coffee potsqty 4
Thermos flasksqty 6

Catering

Coolersqty 6
Water dispensersqty 3
Coffee machinesqty 3
Food warmersqty 4
Serving tongsqty 12
Ice packsqty 30

Sports equipment

Agility tunnelsqty 2
Jump obstaclesqty 6
Slalom polesqty 12
Hoopsqty 4
Snuffle matsqty 6
Dog frisbeesqty 12
Dog ballsqty 20
Line postsqty 10
Stopwatchesqty 4
Prize trophiesqty 6
Rosettesqty 12

Animal supplies

Water tubsqty 18
Feed bowlsqty 8
Dog towelsqty 20
Spare collarsqty 6
Backup dog leadsqty 6
Dog crateqty 2
Dog waste bag dispensersqty 12
Drinking water jerry cansqty 8

Decorations

Festival Flagsqty 30
Balloon archesqty 3
Tableclothsqty 12
Name badgesqty 150
Race numbersqty 100
Directional signsqty 20
Info boardsqty 10
Chalkboardsqty 6

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 8

Lighting

LED string lightsqty 8
LED lampsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 20
Conesqty 30
Cable matsqty 8

Cleaning

Waste binsqty 12
Dog waste bag dispensersqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Spongesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Bake cookiesqty 8
Aluminum foilqty 4
Food storage containersqty 12

Groceries

Groceries

Tips

Set the date and location before inviting anyone. Check permits and insurance early, and confirm what the site allows for dogs, food service, temporary tents and organised competitions.
Build the programme around your registration numbers. Plan dog activities such as agility tunnels, jump obstacles, slalom poles, hoops and sniffing games, then write competition rules that participants can understand before they arrive.
Assign volunteers to specific stations rather than asking for general help. Registration, course supervision, timing, refreshments and dog-safety support should each have a named person and a backup.
Send participant information before the festival with arrival instructions, registration details, activity rules and any requirements you collected. Print registration lists, prepare name badges and make race numbers before setup day.
Prepare for a change in weather and a busy first hour. Check the forecast, position party tents and floor mats where needed, chill drinks, fill water dispensers, and sort route signs and setup materials before participants arrive.

Frequently asked questions

How far in advance should I organise a dog festival?: Start at least 8 to 12 weeks before the event. Use the first two weeks for the date, location, permits, insurance and veterinary arrangements, then open registrations once the basic plan is confirmed.
How many volunteers do I need for a dog festival?: Plan at least one volunteer for registration, one for each active competition or course area, and two people for general support. For a small festival, this usually means 6 to 10 volunteers; add more when several activities run at the same time.
What should I prepare for dogs at a festival?: Provide clearly marked activity areas, drinking water, shaded or covered space and safe flooring where appropriate. Prepare the equipment at least one day ahead, including agility items, stopwatches, route signs, first-aid arrangements and contact details for veterinary support.
When should I send information to dog festival participants?: Send the main participant information 5 to 7 days before the festival, then send a short weather and arrival update 24 hours beforehand. This gives people time to check the rules, route, registration process and what they need to bring.

Start this plan in Lizzt

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