How to organise a livestock show

A livestock show needs two plans running together: one for people and one for animals. Start by confirming the date and location, then build the exhibitor list, registration process and animal requirements before assigning booth space. The floor plan, traffic route and veterinary arrangements should be settled well before invitations go out. In the final week, check equipment, signage, animal labels, catering, waste collection and every access point rather than relying on last-minute fixes.

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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
Create exhibitor list
2 people
3
Send invitations
2 people
4
Open visitor registration
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign Booth Space
2 people
8
Collect animal registrations
2 people
9
Make reservations
10
Arranging a veterinarian
11
Order catering
12
Arrange waste collection
13
Develop the traffic plan
2 people
14
Create floor plan
2 people
15
Compile program
2 people
16
Send exhibitor information
17
Publish visitor information
18
Prepare name badges
2 people
19
Print booth numbers
20
Print direction signs
21
Print participant list
22
Prepare animal tags
2 people
23
Check power outlets
2 people
24
Check refrigeration equipment
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Bring materials to the venue
4 people
29
Inspect the site
2 people
30
Set up fences and animal pens
6 people
31
Apply bedding
4 people
32
Set up food and water bowls
3 people
33
Set up tables and chairs
4 people
34
Build exhibitor stands
6 people
35
Set up registration desk
2 people
36
Set up the catering buffet
3 people
37
Set up the coffee and tea station
2 people
38
Chill drinks
2 people
39
Hang decorations
3 people
40
Put up route signs
2 people
41
Place safety signs
2 people
42
Feed the animals
6 people
43
Check the animals
3 people
44
Fill animal pens
4 people
45
Welcome exhibitors
3 people
46
Carrying out the final cleaning
3 people

Event

47
Staff the registration desk
3 people
48
Welcome visitors
4 people
49
Hand out badges
2 people
50
Guide the exhibitors
2 people
51
Check animal enclosures
3 people
52
Giving the animals water
3 people
53
Feed the animals
3 people
54
Guide demonstrations
3 people
55
Staff information points
2 people
56
Serve coffee and tea
2 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Restock the buffet
2 people
60
Collect used dishes
2 people
61
Empty trash bins
2 people
62
Check toilets
2 people
63
Mark off unsafe areas
2 people
64
See off the last visitors
3 people

Aftercare

65
Prepare animals for departure
4 people
66
Reload animals
6 people
67
Take down exhibitor booths
6 people
68
Dismantle fences and pens
6 people
69
Remove feed and bedding
4 people
70
Clear tables and chairs
4 people
71
Wash dishes
3 people
72
Clear away catering leftovers
3 people
73
Collect waste
4 people
74
Clean the grounds
5 people
75
Clean animal enclosures
4 people
76
Inventory materials
2 people
77
Return materials
3 people
78
Return borrowed materials
2 people
79
Handle the deposit and keys
80
Register lost and found items
81
Archive photo and participant files
82
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 80
Reception desk
Clothes racksqty 4
Crowd control barriersqty 24

Animal care

Sweepings panelsqty 30
Sweepingsqty 8
Feed bowlsqty 20
Drinking bowlsqty 20
Buckets of waterqty 20
Hay racksqty 12
Haltersqty 20
Ropesqty 20
Wheelbarrowsqty 4
Scoopsqty 6
Pitchforksqty 6
Brushesqty 12
Animal labelsqty 100
Transport cratesqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Handheld microphonesqty 2
Speakersqty 2
Walkie-talkiesqty 8
Flashlightsqty 6
Hand trucksqty 2

Decorations

Buntingqty 12
Trade show bannersqty 8
Tableclothsqty 24
Flower arrangementsqty 8
Information boardsqty 12
Booth number holdersqty 30
Directional signsqty 20

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving jugsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mopsqty 4
Bucketsqty 6
Broom setsqty 4
Window squeegeesqty 2
Toilet brushesqty 4

Lighting

LED work lightsqty 8
String lightsqty 8
Battery lanternsqty 6

Safety

Safety vestsqty 12
Work glovesqty 12
Hearing protectionqty 12
First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12

Registration

Name badge holdersqty 150
Wristbandsqty 300
Cash boxesqty 2
Clipboardsqty 8
Pensqty 40
Temporary signageqty 30

Catering

Groceries

Tips

Set the exhibitor and animal registration deadlines at least 2–3 weeks before the show. Use the final list to prepare name badges, participant lists, animal tags and booth numbers without guessing who will attend.
Draw the floor plan before assigning booth space. Mark animal areas, visitor routes, reception, catering, refrigeration, power outlets and crowd-control barriers so animals and visitors do not compete for the same space.
Arrange a veterinarian and confirm the response procedure at least 2 weeks in advance. Give exhibitors clear instructions for animal arrival, identification, water, feed and where to report a welfare concern.
Build the traffic plan around arrival and departure times, not just the visitor entrance. Allow space for transport crates, vehicles, wheelbarrows and unloading, and publish the route with the exhibitor information.
Do the equipment and supply check 1–2 days before opening. Test refrigerators, coffee machines and kettles, then place drinking bowls, feed bowls, hay racks, buckets, halters, ropes, brushes and cleaning tools where they will be used.

Frequently asked questions

How far in advance should I plan a livestock show?: Start planning at least 8–12 weeks before the show. Confirm the date and location first, then allow time for exhibitor invitations, animal registrations, booth assignments, veterinary arrangements, catering and traffic planning.
When should livestock show registration close?: Close exhibitor and animal registration about 2–3 weeks before the event. That gives you enough time to process registrations, collect dietary requirements, prepare animal labels and publish an accurate participant list.
What should be included in a livestock show floor plan?: Include booth spaces, animal areas, reception, visitor routes, catering, refrigeration, power outlets, waste points and emergency access. Finalise it at least 1 week before the show so signs, barriers and booth numbers can be prepared.
How do I prepare animals for a livestock show?: Provide clearly marked animal areas with water, feed equipment, hay racks, halters, ropes and cleaning tools. Confirm arrival instructions and veterinary support before opening, and check every animal label against the registration list on event day.

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.