How to organise a rabbit fair from start to finish

A rabbit fair needs more than exhibitor tables and cages. Start by fixing the date and venue, then build the registration process around animal welfare, transport and clear participant rules. As registrations come in, track every animal, collect dietary requirements and design the booth and visitor flow. In the final week, confirm volunteers, veterinary cover, supplies, labels, parking information and catering so the event can run without last-minute decisions.

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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
Draft participant terms and conditions
2 people
3
Publish registration form
4
Send invitations
2 people
5
Contact exhibitors
2 people
6
Arranging a veterinarian
7
Process registrations
2 people
8
Collect dietary requirements
9
Keep track of animal registrations
2 people
10
Create the booth layout
2 people
11
Create evaluation forms
2 people
12
Create visitor information
13
Work out the floor plan
14
Share parking information
15
Check reservations
16
Assign volunteers
2 people
17
Coordinate Animal Transport
2 people
18
Prepare visitor registration
2 people
19
Post promotion online
20
Prepare name badges
2 people
21
Print price lists
22
Print animal labels
2 people
23
Check stock
2 people
24
Do the shopping
2 people
25
Purchase refrigerated products
26
Check animal enclosures
2 people
27
Pick up venue keys
28
Brief the setup team
2 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Set up animal cages
4 people
32
Number the cages
2 people
33
Set up judging tables
3 people
34
Set up registration desk
2 people
35
Set up the catering table
2 people
36
Chill drinks
2 people
37
Hang decorations
2 people
38
Place information signs
2 people
39
Carry out animal welfare check
2 people

Event

40
Welcome exhibitors
3 people
41
Register animals
3 people
42
Fill animal cages
4 people
43
Staff the visitor desk
2 people
44
Collect admission
2 people
45
Inform visitors
2 people
46
Present Rabbits
4 people
47
Conduct animal judging
3 people
48
Check animal pens
2 people
49
Refill water and hay
2 people
50
Serve drinks
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
54
Collect waste
2 people
55
Prepare awards ceremony
2 people
56
Support awards ceremony
3 people
57
Answer visitor questions
2 people
58
Inform last visitors
2 people
59
Unload animals safely
4 people
60
Check out exhibitors
2 people
61
Close animal registration
2 people

Aftercare

62
Empty the cages
4 people
63
Clear tables and chairs
4 people
64
Wash dishes
2 people
65
Take waste to the bins
2 people
66
Clean the floors
3 people
67
Clean the restrooms
2 people
68
Remove decorations
2 people
69
Hand over the venue
2 people
70
Inventory materials
2 people
71
Return rental items
2 people
72
Clear away leftover food
73
Archive registration details
74
Process lost and found items

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 4
Bollardsqty 12
Transport cartsqty 3

Animal supplies

Rabbit Cagesqty 80
Cage tablesqty 20
Water tubsqty 90
Feed bowlsqty 90
Hay netsqty 80
Transport boxesqty 12
Animal scalesqty 2
Underpadsqty 90
Travel basketsqty 8
Dog waste bagsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Teaspoonsqty 100
Serving traysqty 8
Serving jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Pliersqty 4
traysqty 6

Equipment

Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 8
Mobile phonesqty 4
Label printer
Calculatorsqty 3

Decorations

Information boardsqty 12
Route arrowsqty 16
Name badgesqty 100
Animal labelsqty 100
Tableclothsqty 24
Balloonsqty 100
Ribbonsqty 10
Price listsqty 30
Trophiesqty 12
Certificate foldersqty 20

Lighting

LED lampsqty 12
Desk lampsqty 6

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Waste binsqty 10
Paper towelsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors. Publish participant terms and the registration form early, giving exhibitors a clear deadline so you have time to process registrations and follow up on missing animal details.
Track animal registrations separately from visitor registrations. Record the number and type of rabbits expected, transport arrangements and any welfare information before assigning cage tables and preparing animal labels.
Design the floor plan after you know the exhibitor numbers, not before. Leave clear routes for transport carts, separate visitor movement from animal handling where possible, and check that tables, chairs, cages and cage tables fit the venue.
Arrange veterinary cover and animal transport well in advance. Confirm the veterinarian no later than two weeks before the fair, and send exhibitors practical arrival instructions so rabbits are not left waiting in transport boxes or travel baskets.
Finish printed and perishable items close to the event. Print price lists, name badges, visitor information and animal labels during the final week, check stock at the same time, and buy refrigerated products shortly before the fair so they remain usable.

Frequently asked questions

How far in advance should I organise a rabbit fair?: Start at least 8 to 12 weeks before the event. Fix the date and venue first, then allow several weeks for exhibitor invitations, registrations, veterinary arrangements, transport and the floor plan.
When should rabbit fair registrations close?: Close exhibitor registrations around 2 to 3 weeks before the fair. This gives you time to check animal numbers, prepare labels, assign booth spaces and identify transport or dietary requirements.
How do I plan the layout for a rabbit fair?: Create the final floor plan once registrations are closed, usually 10 to 14 days before the event. Fit the booth layout around the confirmed number of cages, cage tables, tables and clear routes for visitors and transport carts.
When should I arrange a veterinarian for a rabbit fair?: Confirm veterinary cover at least 2 weeks before the fair, and reconfirm the appointment and contact details during the final week. Share the venue address, event hours and expected animal numbers with the veterinarian.

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.