How to organise a pet fair from start to finish

A pet fair needs more planning than a regular market because visitors, exhibitors and animals share the same space. Start by fixing the date, expected visitor number and venue, then build the exhibitor list and programme before promoting the event. Confirm stand locations, visitor registrations and dietary requirements early. In the final week, check animal welfare arrangements, floor plans, equipment, signage and refreshments so the day runs safely and on time.

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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 number of visitors
2 people
2
Reserve the venue and room layout
2 people
3
Compile exhibitor list
2 people
4
Invite exhibitors
2 people
5
Send visitor invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm pitches
2 people
9
Set house rules for animals
2 people
10
Send animal welfare instructions
2 people
11
Plan the program and demonstrations
2 people
12
Book catering
2 people
13
Determine drink and snack quantities
2 people
14
Publish promotion
2 people
15
Create floor plans and signage
2 people
16
Assign volunteers
2 people
17
Prepare visitor registration
2 people
18
Make name tags and badges
2 people
19
Check exhibitor contact details
20
Check technical supplies
2 people
21
Check animal enclosures
2 people
22
Check the shopping list
2 people
23
Do the shopping
2 people
24
Prepare promotional materials
25
Chill drinks
2 people
26
Open venue
2 people
27
Check hall and floors
2 people
28
Set up tables and chairs
4 people
29
Set up exhibitor booths
4 people
30
Set up animal stalls
3 people
31
Set up water points for animals
2 people
32
Set up registration desk
2 people
33
Build the catering buffet
3 people
34
Prepare coffee and tea
2 people
35
Hang up decorations
2 people
36
Set up signage
2 people
37
Test audio and microphone
2 people
38
Check sanitary facilities
2 people
39
Brief volunteers
3 people

Event

40
Welcome exhibitors
3 people
41
Register visitors
3 people
42
Explain the program
43
Inform visitors
2 people
44
Support exhibitors
2 people
45
Check animal welfare
2 people
46
Refill the water tubs
2 people
47
Keep animal enclosures clean
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Arrange breaks for volunteers
54
Guide demonstrations
2 people
55
Register lost and found items
56
Inform last visitors
2 people
57
Have exhibitors dismantle their booths
3 people
58
Ensure animals leave safely
2 people

Aftercare

59
Close the registration desk
2 people
60
Clean up catering
3 people
61
Wash dishes
2 people
62
Dismantle tables and chairs
4 people
63
Clean animal enclosures
2 people
64
Collect waste
3 people
65
Clean the room
3 people
66
Remove decorations
2 people
67
Switch off equipment
2 people
68
Return borrowed materials
2 people
69
Handle lost and found
70
Call exhibitors about their belongings
71
Archive visitor registration
72
Check outstanding payments

What to bring

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

Furniture

Tablesqty 35
Chairsqty 80
Registration desk
High tablesqty 8
Clothes racksqty 4
Animal crateqty 12
Fence panelsqty 20
Bollardsqty 12
Party tentsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Microphone
Speakerqty 2
Laptop
Payment terminalqty 2

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Serving spoonsqty 8
Bottle openersqty 4
Coolersqty 4

Animal supplies

Water tubsqty 20
Feed bowlsqty 12
Drinking water containersqty 6
Towelsqty 30
Underpadsqty 20
Dog waste bag holdersqty 8
Transport boxesqty 6

Decorations

Trade fair bannersqty 6
Balloonsqty 100
Tableclothsqty 35
Photo wallsqty 2
Notice boardsqty 8
Directional signsqty 20

Lighting

LED lampsqty 12
String lightsqty 6

Registration

Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Clipboardsqty 8
Visitor listsqty 12
Wristbandsqty 400

Cleaning

Waste binsqty 16
Broom setsqty 4
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Poop scoopsqty 6
Hand spraysqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12
Fire extinguishersqty 2

Groceries

Groceries

Tips

Set the expected visitor number before booking the venue or catering. It determines the room layout, registration capacity, number of seats and how many drinks and snacks you need.
Invite exhibitors before publishing the full programme. Once their attendance and stand sizes are confirmed, create the floor plan, assign locations and send practical animal welfare instructions.
Write the animal rules several weeks ahead and send them with the exhibitor information. Cover where animals may stay, how crates and fence panels are used, and what exhibitors must do if an animal becomes stressed.
Keep registration separate from the busiest visitor flow. Set up the registration desk, badges and payment terminal before opening, and place clear signs from the entrance to stands, demonstrations and animal areas.
Do a full technical and safety check the day before. Test the microphone, speaker, laptop, extension cords and power strips, inspect animal crates and barriers, and chill drinks only after the final shopping check.

Frequently asked questions

How far in advance should I organise a pet fair?: Start planning at least 8 to 12 weeks before the event. Confirm the venue and exhibitor list first, then allow several weeks for invitations, registrations, programme details and animal welfare instructions.
How do I plan the layout for a pet fair?: Create a floor plan after you know the number and size of exhibitor stands. Leave clear routes between registration, demonstrations, catering and animal areas, and check that every crate, fence panel and table fits before setup day.
How many drinks should I provide at a pet fair?: For the first hour, allow about 2 to 3 drinks per visitor if most guests will stay for the programme, then adjust for the expected event length. Order snacks separately and include extra serving jugs, cups, glasses and thermos flasks for busy periods.
When should I send animal welfare instructions to exhibitors?: Send them when exhibitors confirm their stand, ideally 3 to 4 weeks before the fair. Repeat the key rules in the final information email so exhibitors can prepare crates, barriers and any required supplies before arrival.

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.