How to organise a rodent fair without last-minute gaps

A rodent fair needs two plans running together: one for exhibitors and visitors, and one for the animals on display. Start with the date, room, permits and animal welfare requirements before inviting participants. Then build the registration process around animal numbers, table requirements and dietary needs. In the final week, confirm every participant, print the floor plan and prepare animal care supplies, payments and refreshments so the hall can open 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
Reserve the room
2
Set the trade fair date
3
Check permits
4
Check animal welfare requirements
2 people
5
Draft participant terms and conditions
2 people
6
Create registration form
7
Send invitations
2 people
8
Announce the fair online
9
Process registrations
2 people
10
Record animal counts
2 people
11
Collect dietary requirements
12
Create the booth layout
2 people
13
Confirm participants
2 people
14
Send the information letter
15
Report table counts
16
Share parking information
17
Print floor plan
18
Prepare name badges
2 people
19
Print participant list
20
Arrange cash
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Set out animal supplies
2 people
24
Bundle registration materials
25
Open hall
2 people
26
Check ventilation
2 people
27
Clear emergency exits
2 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Hang up stand numbers
2 people
31
Set up registration desk
2 people
32
Set up the animal check-in point
2 people
33
Set up coffee station
2 people
34
Check animal enclosures
3 people
35
Set out drinking water
2 people
36
Hang decorations
2 people
37
Place information signs
2 people
38
Prepare snacks
3 people

Event

39
Receive participants
4 people
40
Register exhibitors
3 people
41
Visually check the animals
2 people
42
Staff the visitor desk
2 people
43
Collect admission
2 people
44
Welcome visitors
2 people
45
Explain the route to the booths
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Check animal water
2 people
50
Check animal enclosures
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Announce the closing message
54
Guide the exit
2 people
55
Ensure animals leave safely
3 people

Aftercare

56
Close the register
2 people
57
Check out exhibitors
3 people
58
Take down tables
4 people
59
Stack chairs
3 people
60
Remove decorations
2 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the room
4 people
64
Switch off equipment
2 people
65
Gather borrowed items
2 people
66
Return materials
2 people
67
Store leftover stock
2 people
68
Archive participant information

What to bring

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

Furniture

Tablesqty 24
Chairsqty 45
Bar stoolsqty 4
Changing room screensqty 4
Waste binsqty 8

Animal care

Rodent enclosuresqty 8
Drink cupsqty 20
Food bowlsqty 20
Transport boxesqty 6
Towelsqty 12
Digital scaleqty 2
Animal brushesqty 4
Water jugsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cash boxesqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 8
Walkie-talkiesqty 6
Speaker

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Pliersqty 4

Decorations

Name badgesqty 100
Booth numbersqty 30
Information boardsqty 10
Wayfinding signsqty 8
Tableclothsqty 24
Balloonsqty 100
Balloon pumpqty 2

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 4
Vacuum cleaner
Cleaning glovesqty 8

Safety

Fire extinguishersqty 2
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the date and reserve the room before sending invitations. Check permits and animal welfare requirements at the same time, because changes to the venue or format can affect what participants need to provide.
Use the registration form to collect more than names. Ask for animal counts, table requirements and dietary needs, then use the totals to create the booth layout and report the number of tables needed.
Send the information letter only after registrations are confirmed. Include the floor plan, parking information, arrival details and participant terms so exhibitors are not asking basic questions on the morning of the fair.
Prepare the animal area before visitor setup is finished. Put out enclosures, transport boxes, water jugs, food bowls, towels and the digital scale, and keep animal supplies separate from food-service equipment.
Plan the final setup in time blocks: open the hall first, arrange tables and chairs, check extension cords and payment terminals, then set out name badges, drinks and registration materials. Chill drinks and prepare cash before doors open, not during the first rush.

Frequently asked questions

How far in advance should I organise a rodent fair?: Start at least 8 to 12 weeks before the fair. This gives you time to reserve the room, check permits and welfare requirements, open registrations, confirm animal numbers and create the booth layout.
What should I ask participants when they register for a rodent fair?: Collect participant details, the number of animals, table requirements and dietary needs. Close or review registrations at least 2 weeks before the event so you can confirm the layout and report table counts.
When should I send the information letter to exhibitors?: Send it about 7 to 10 days before the fair, after registrations have been processed and participants confirmed. Include parking information, the floor plan, arrival instructions and any terms they need to follow.
How much animal equipment should I prepare for a rodent fair?: Base the preparation on the recorded animal count, then keep spare capacity for roughly 10% more animals. Prepare enclosures, transport boxes, water jugs, food bowls, towels and the digital scale before the hall opens.

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.