How to organise a reptile fair from start to finish

Organising a reptile fair starts well before exhibitors arrive. Set the date, secure a suitable venue, and confirm the rules for animals, visitors and sellers before opening registrations. Then build the exhibitor list, plan the table layout and publish clear visitor information. In the final week, check equipment, payments, signage and welfare arrangements. On the day, temperature, ventilation, emergency access and orderly movement through the room need attention before the doors open.

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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
Publish trade fair date and times
2
Confirm the venue and room layout
2 people
3
Draft participant terms and conditions
4
Invite exhibitors
2 people
5
Send visitor invitations
2 people
6
Open online registrations
7
Check permit requirements
8
Check insurance papers
9
Maintain the exhibitor list
10
Process registrations
2 people
11
Collect dietary requirements
12
Create exhibitor table layout
2 people
13
Share animal welfare instructions
14
Publish visitor information
15
Prepare name badges
2 people
16
Print table numbers
17
Make route and safety signs
2 people
18
Prepare cash register and change
2 people
19
Test payment terminal
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Finalize exhibitor confirmations
23
Open venue
2 people
24
Check ventilation and temperature
2 people
25
Clear emergency exits
2 people
26
Set up tables and chairs
5 people
27
Number exhibitor booths
2 people
28
Set up registration desk
2 people
29
Setting up the coffee station
2 people
30
Set up the animal check-in point
2 people
31
Place light and temperature meters
2 people
32
Place waste stations
2 people
33
Set up information table
2 people
34
Check exhibitors' booths
3 people
35
Visually inspect the animal enclosures
3 people
36
Give staff briefing
2 people
37
Mark the entrance and queue
2 people

Event

38
Open the cash register
2 people
39
Welcome exhibitors
3 people
40
Register visitors
3 people
41
Handle entrance fees
2 people
42
Direct visitors to booths
2 people
43
Provide animal welfare information
2 people
44
Check animal enclosures
3 people
45
Measure temperature and humidity
2 people
46
Serve coffee and tea
2 people
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Collect tableware and waste
2 people
50
Check toilets
51
Incident reporting
52
Announce closing to visitors
53
Close the cash register
2 people
54
Check out exhibitors
2 people
55
Ensure animals leave safely
3 people
56
Guide visitors outside
2 people

Aftercare

57
Take down exhibitor booths
5 people
58
Clear tables and chairs
5 people
59
Take down the animal checkpoint
2 people
60
Wash dishes
2 people
61
Collect waste
3 people
62
Clean the room
3 people
63
Clean the restrooms
2 people
64
Gather borrowed materials
2 people
65
Check the equipment
2 people
66
Empty coolers
67
Return materials
2 people
68
Register lost property
69
Send the exhibitor thank-you message
70
Send visitor feedback

What to bring

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

Furniture

Tablesqty 35
Chairsqty 80
Foldable tablesqty 4
Cash desk table
Queue barriersqty 8
Clothes racksqty 2
Coolersqty 4
Transport cartsqty 3

Equipment

Payment terminalqty 2
Cash register
Receipt rollsqty 6
Extension cordsqty 8
Power stripsqty 10
Animal scalesqty 2
Thermometersqty 8
Hygrometersqty 8
Flashlightsqty 6
Batteriesqty 24
Laptop
Printer
Portable fansqty 4
Clipboardsqty 10
Calculatorsqty 3
Barrier fencesqty 10
Animal pensqty 8
Transport boxesqty 6
Plastic binsqty 20
Hose hooksqty 6
Animal tongsqty 4
Feeding tweezersqty 10
Rubber glovesqty 30
Safety gogglesqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 5
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Decorations

Name badgesqty 100
Table numbersqty 40
Information boardsqty 12
Directional signsqty 10
Registration formsqty 250
Wristbandsqty 250
Badge holdersqty 100
Markersqty 12
Pensqty 30
Tapeqty 8
Painter's tapeqty 10

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Towel dispensersqty 6

Lighting

Desk lampsqty 10
LED lighting setsqty 6

Catering

Groceries

Tips

Confirm the venue layout before inviting exhibitors. Mark tables, visitor routes, the cash desk, queues and emergency exits so you know how many spaces are actually available.
Set exhibitor terms and animal welfare instructions before registration opens. Give sellers a clear deadline for confirmations, paperwork and any information you need about their animals.
Publish visitor information at least 1–2 weeks before the fair. Include opening and registration details, payment options, access instructions and any rules visitors must follow.
Test the payment terminal, cash register, receipt rolls and change no later than the day before. Keep a backup payment or cash process ready in case the terminal fails.
Check the room shortly before opening rather than relying on setup plans. Measure temperature and humidity, test ventilation and lighting, keep emergency exits clear, and place route and safety signs where visitors can see them.

Frequently asked questions

How far in advance should I organise a reptile fair?: Start planning at least 8–12 weeks before the event. Secure the venue and publish the date first, then allow time for exhibitor invitations, registrations, permits, insurance checks and final confirmations.
How do I plan the layout for a reptile fair?: Create the exhibitor table layout before assigning spaces, including the cash desk, queue barriers and clear visitor routes. Leave emergency exits unobstructed and check the full arrangement in the room at least 1 day before opening.
When should reptile fair exhibitors receive the practical information?: Send exhibitor terms, welfare instructions and setup details when invitations go out, ideally 6–8 weeks before the fair. Send final table numbers, arrival instructions and confirmed details 3–7 days before the event.
What should I check before opening a reptile fair?: Complete a room and safety check 1–2 hours before visitors arrive. Check ventilation, temperature, humidity, lighting, payment equipment, signs and emergency exits, and make sure every confirmed exhibitor has a marked table.

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.