How to organise a Shelter Day

A Shelter Day needs two plans running together: one for visitors and one for the animals. Start by confirming the date, location and permits, then build the animal list, recruit volunteers and process registrations. Next, map the visitor route, assign handlers and prepare adoption information. In the final days, check animal health, clean and mark the enclosures, test the sound equipment and confirm food, power and shelter arrangements.

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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 people
2
Compile the animal list
2 people
3
Recruit volunteers
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Plan animal presentations
2 people
8
Prepare adoption information
2 people
9
Make material reservations
10
Inform the veterinarian
11
Check permits
12
Create floor plan
2 people
13
Assign volunteers
2 people
14
Instruct animal handlers
2 people
15
Set visitor rules
2 people
16
Post promotion online
17
Print animal profiles
2 people
18
Prepare name badges
19
Check stock
2 people
20
Do the shopping
2 people
21
Clean animal enclosures
4 people
22
Check animal health
2 people
23
Mark animal enclosures
2 people
24
Chill perishable items
2 people
25
Prepare materials
2 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Set up animal enclosures
4 people
29
Set up the reception desk
2 people
30
Set up adoption tables
2 people
31
Chill drinks
2 people
32
Prepare coffee and tea
2 people
33
Prepare snacks
3 people
34
Set up signage
2 people
35
Test audio and microphone
2 people
36
Register volunteers
2 people
37
Give safety instructions
2 people

Event

38
Welcome visitors
4 people
39
Register visitors
2 people
40
Guide animals around
6 people
41
Conduct adoption interviews
4 people
42
Handle animal presentations
3 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Check animal enclosures
4 people
47
Collect waste and tableware
2 people
48
Supervise animal contact
4 people
49
Register new adoptions
2 people
50
See off the last visitors
3 people
51
Return the animals
4 people
52
Store supplies safely
2 people

Aftercare

53
Take down tables and chairs
4 people
54
Take down party tents
4 people
55
Wash dishes
3 people
56
Collect waste
3 people
57
Clean the venue
4 people
58
Clean animal enclosures
4 people
59
Inventory materials
2 people
60
Return borrowed materials
2 people
61
Confirm adoption arrangements
2 people
62
Process lost and found items
63
Archive photos and documents
64
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 60
Reception desk
Animal enclosuresqty 12
Fence panelsqty 24
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving utensilsqty 8
Thermos flasksqty 6
Ice packsqty 12

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 6
Animal postersqty 12
Name badgesqty 80
Directional signsqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Animal supplies

Water tubsqty 16
Feed bowlsqty 16
Drink bottlesqty 8
Leashesqty 12
Animal harnessesqty 8
Transport boxesqty 8
Litter boxesqty 8
Dog poop bagsqty 500
Pet towelsqty 20
Dog brushesqty 4
Cat toysqty 12
Dog toysqty 12
Animal barriersqty 6
Cagesqty 8

Safety

First aid kitsqty 2
Hand sanitizerqty 6
Disposable glovesqty 4
Warning signsqty 8
Flashlightsqty 4

Administration

Clipboardsqty 12
Ballpoint pensqty 30
Printer paperqty 500
Adoption formsqty 80
Visitor stickersqty 150

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the animal list before planning presentations or printing profiles. Include each animal’s name, key information and handling requirements, then give the final version to the people working at reception and in the enclosures.
Assign volunteers to specific posts rather than asking everyone to help generally. Cover reception, animal handling, presentations, refreshments and visitor guidance, and brief handlers before doors open.
Walk through the visitor route using the floor plan at least one day in advance. Check that the reception desk, tables, chairs, enclosures and fence panels leave clear access and that visitors cannot enter animal-only areas.
Check electricity before the event, not during setup. Test coffee machines, kettles, speakers and microphones together, and place extension cords and power strips where they cannot become trip hazards.
Keep animal preparation and catering on separate schedules. Check animal health and clean enclosures before opening, while perishable food stays chilled until serving and drinks are ready without blocking the animal areas.

Frequently asked questions

How far in advance should I start organising a Shelter Day?: Start at least 6 to 8 weeks before the event. Confirm the date and location first, then allow time for permits, volunteer recruitment, registrations, promotion and material reservations.
How many volunteers do I need for a Shelter Day?: Plan at least one named volunteer for each operational role: reception, animal handling, presentations, refreshments and visitor guidance. Add a coordinator and keep one or two people available for breaks and unexpected tasks.
When should I prepare the animal enclosures?: Clean, check and mark the enclosures on the day before the event where possible. Complete the final animal health check on the morning of Shelter Day, before visitors arrive.
When should I print animal profiles and adoption information?: Print them after the animal list and adoption details are final, ideally 2 to 3 days before the event. Keep a small buffer for last-minute changes and place the profiles where visitors can read them without entering the enclosures.

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.