How to organise a farm show without missing the essentials

A farm show needs more than a date, a field and a few animals. Start by fixing the programme and site, then confirm animal exhibitors, demonstrations, permissions and insurance before opening registrations. Work backwards from arrival time to plan pens, barriers, power, toilets, catering and waste collection. The final checks should cover the ground, animal records, weather and the run sheet, so exhibitors can arrive and settle animals calmly.

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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
Set the date and program
2 people
2
Reserve the venue and grounds
3
Contact animal handlers
2 people
4
Document demonstrations
2 people
5
Send invitations
2 people
6
Open registrations
7
Post promotion online
8
Check permits
9
Check insurance
10
Process registrations
11
Collect dietary requirements
12
Collect animal records
2 people
13
Record veterinarian details
14
Reserve power supply
15
Arrange waste collection
16
Reserve toilets
17
Calculate catering quantities
2 people
18
Check material stock
2 people
19
Print the run sheet
20
Send directions
21
Do the shopping
3 people
22
Inspect animal enclosures
3 people
23
Mow and level the grounds
3 people
24
Check the weather forecast
25
Let the animals settle in calmly
3 people
26
Cordon off the area
4 people
27
Build party tents
4 people
28
Set up animal pens
4 people
29
Install fences and gates
4 people
30
Connect power and lighting
2 people
31
Set up tables and chairs
4 people
32
Mark Demo Area Without Stage
2 people
33
Set up information points
2 people
34
Identify animals
3 people
35
Feed and water animals
3 people
36
Start catering
3 people
37
Prepare coffee and tea
2 people
38
Prepare snacks
3 people
39
Hang up signage
2 people
40
Set up visitor registration
2 people
41
Carry out a safety check
3 people
42
Instruct animal handlers
2 people

Event

43
Welcome visitors
4 people
44
Check off registrations
2 people
45
Explain the program
46
Lead the animal presentation
4 people
47
Lead agricultural demonstration
3 people
48
Guide the children's tour
3 people
49
Serve snacks
3 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Refill coffee and tea
2 people
53
Feed and care for animals
4 people
54
Keep animal enclosures clean
3 people
55
Answer audience questions
2 people
56
Supervise animals
3 people
57
Guide the photo moment
2 people
58
Announce evening program
59
Support the evening show
4 people
60
Guide visitors to the exit
3 people
61
Bring the animals back
4 people

Aftercare

62
Care for animals after the event
3 people
63
Clean up catering
3 people
64
Collect waste
4 people
65
Wash dishes
3 people
66
Clean the grounds
4 people
67
Clean Animal Pens
3 people
68
Take down fences and barriers
4 people
69
Take down party tents
4 people
70
Put furniture back
4 people
71
Switch off equipment
2 people
72
Inventory materials
2 people
73
Return borrowed items
2 people
74
Store leftovers
2 people
75
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Beer tablesqty 6
Chairsqty 80
Foldable tablesqty 4
High tablesqty 6

Animal care

Animal pensqty 8
Drinking bowlsqty 12
Feed bowlsqty 12
Hay balesqty 10
Hay balesqty 12
Animal Transport Cratesqty 6
Haltersqty 4
Line materialsqty 4
Poop scoopsqty 4
Wheelbarrowsqty 3
Aviary netsqty 2
Animal care kitsqty 3

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Fence panelsqty 24
Conesqty 20
First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable glassesqty 150
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot holding containersqty 3
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving jugsqty 6

Equipment

Extension cordsqty 8
Cable reelsqty 4
Battery lampsqty 12
Megaphonesqty 2
Walkie-talkiesqty 6

Decorations

Buntingqty 10
Farm signsqty 12
Route arrowsqty 16
Name badgesqty 40
Menusqty 12

Registration

Registration formsqty 120
Pensqty 20
Wristbandsqty 150
Cash register
Cash float box

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Toilet paper holdersqty 4

Catering

Groceries

Tips

Set the programme and reserve the site before inviting exhibitors. Allow at least 8–12 weeks to confirm animal holders, demonstrations, permissions, insurance and the layout of the grounds.
Treat animal welfare and visitor flow as one layout problem. Position pens, drink and feed stations away from crowded demonstration areas, then use barriers, fence panels, cones and tape to create clear boundaries.
Collect animal records and veterinarian details when registrations open, not on arrival. Keep transport crates, halters, handling lines, care kits, hay, straw and spare water equipment ready for each participating animal group.
Check infrastructure at least one week before the show. Confirm toilets, power supply, waste collection, first-aid kits and fire extinguishers; on the day, inspect the pens and level the grounds before exhibitors arrive.
Plan catering from registrations and dietary requirements rather than from a rough headcount. Print the run sheet, send directions and check the weather 24 hours before opening so you can adjust tents, tables and staffing in time.

Frequently asked questions

How far in advance should I organise a farm show?: Start at least 8–12 weeks ahead. That gives you time to reserve the site, check permits and insurance, confirm animal holders and demonstrations, and open registrations before the final two-week preparations.
What should I check before animals arrive at a farm show?: Inspect the grounds, pens, barriers and access route on the day before or early that morning. Check animal records and veterinarian details, provide feed and water, and let animals settle in calmly before demonstrations or heavy visitor traffic begins.
When should I check the weather for a farm show?: Check the forecast 24 hours before the event and again on the morning itself. Use the result to review tents, shade, ground conditions, animal shelter, power arrangements and the programme before visitors arrive.
How do I plan catering quantities for a farm show?: Use confirmed registrations as your base and separate dietary requirements before shopping. Finalise quantities 3–5 days before the event, then keep a small reserve for late arrivals rather than relying on an unverified estimate.

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.