How to organise a reptile fair

A reptile fair needs more than exhibitor tables and visitor invitations. Start with the venue, permits and animal welfare requirements, then build the exhibitor list before opening visitor registration. Your floor plan must separate loading, public movement, catering and animal displays, with power and temperature checks completed before setup day. The details most often missed are printed contact and evacuation information, cable safety, dietary requirements and a controlled arrival process for exhibitors and animals.

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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
Reserve venue
2
Check permits
3
Prepare exhibitor terms and conditions
2 people
4
Record animal welfare requirements
2 people
5
Invite exhibitors
2 people
6
Send audience invitations
2 people
7
Process registrations
2 people
8
Maintain the exhibitor list
9
Collect dietary requirements
10
Book catering
11
Check power outlets
2 people
12
Set up the floor plan
2 people
13
Assign table numbers
14
Prepare animal registration
2 people
15
Print evacuation plan
16
Print contact list
17
Make name badges
2 people
18
Print floor plan
19
Prepare signage
2 people
20
Check stock
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare shelf-stable food
2 people
24
Open venue
2 people
25
Mark off the loading zone
2 people
26
Set up tables and chairs
6 people
27
Number exhibitor tables
2 people
28
Install the power supply
3 people
29
Cover cables safely
2 people
30
Set up the entrance desk
2 people
31
Build the catering point
3 people
32
Install handwashing stations
2 people
33
Hang up information signs
2 people
34
Set up signage
2 people
35
Set up registration desk
2 people
36
Prepare coffee and tea
2 people
37
Check toilets
38
Conduct a safety check
2 people
39
Welcome exhibitors
4 people
40
Register exhibitors
3 people
41
Inspect animal enclosures
3 people
42
Give the exhibitor briefing
2 people

Event

43
Open the entrance
3 people
44
Welcome visitors
3 people
45
Check tickets
2 people
46
Answer audience questions
2 people
47
Check animal welfare
2 people
48
Measure temperature and humidity
2 people
49
Serve catering
3 people
50
Serve coffee and tea
2 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Check toilets periodically
54
Clean tables in between
2 people
55
Handle the final announcement
56
Guide visitors to the exit
3 people

Aftercare

57
Check out exhibitors
3 people
58
Final check of animal enclosures
3 people
59
Clear away catering supplies
2 people
60
Wash dishes
3 people
61
Dismantle tables and chairs
6 people
62
Remove decorations
2 people
63
Switch off equipment
2 people
64
Sort and remove waste
3 people
65
Thoroughly clean the venue
4 people
66
Collect lost property
67
Return venue keys
68
Return rental items
2 people
69
Store leftover stock
2 people
70
Record animal incidents
71
Hand over lost and found items

What to bring

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

Furniture

Exhibitor tablesqty 36
Visitor tablesqty 6
Chairsqty 60
Entrance desk
Catering tablesqty 4
Waste binsqty 8
Waiting postsqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Payment terminalsqty 3
Cash boxesqty 2
Handheld microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Cable reelsqty 4
Cable traysqty 20
Thermo-hygrometersqty 6
Infrared thermometersqty 3
Flashlightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 6
Conesqty 12
Work glovesqty 12
Safety gogglesqty 6
Transport boxesqty 6
Animal tongsqty 4
Hose hooksqty 4

Decorations

Advertising bannersqty 4
Directional signsqty 12
Information boardsqty 8
Tableclothsqty 40
Name badge holdersqty 40

Lighting

LED lampsqty 12
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Thermos flasksqty 6
Water jugsqty 6
Ice packsqty 24

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Secure the venue and check permits before inviting exhibitors. Allow at least 8–12 weeks for approvals, especially if the venue has specific rules for live animals or public access.
Set exhibitor terms in writing and record animal welfare requirements before confirming places. Include arrival procedures, table allocations, registration details and the deadline for submitting animal information.
Build the floor plan around movement and safety, not just table capacity. Assign exhibitor and table numbers, keep the loading zone clear, and check that extension cords, power strips and cable trays do not create trip hazards.
Complete power, temperature and emergency checks before doors open. Test outlets, place thermo-hygrometers and infrared thermometers where needed, and have the evacuation plan, contact list, first aid kits and fire extinguishers ready.
Treat catering and entry as separate workstations. Confirm dietary requirements before booking food, prepare shelf-stable items in advance, chill drinks, and test payment terminals or cash boxes before the first visitor arrives.

Frequently asked questions

How far in advance should I organise a reptile fair?: Start planning at least 8–12 weeks before the event. Use the first weeks for the venue, permits, exhibitor terms and animal welfare requirements, then open visitor registration once the exhibitor setup is clear.
What should be included in reptile fair exhibitor terms?: Cover animal welfare, permitted species, arrival and loading procedures, table allocation, registration details and emergency contacts. Send the terms at least 4 weeks before the fair and set a firm deadline for questions and animal information.
How do I plan the layout for a reptile fair?: Draft the floor plan after confirming exhibitor numbers and available tables, usually 2–4 weeks before the event. Mark exhibitor tables, visitor areas, catering, the entrance queue, loading zone, power points and clear evacuation routes.
What safety checks are needed before a reptile fair opens?: Complete the final safety walk-through at least 60 minutes before opening. Check cables and barriers, test power outlets, confirm temperature monitoring, place first aid kits and fire extinguishers, and keep the printed evacuation plan and contact list at the entrance.

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.