How to organise a zoo party without losing track of the day

A zoo party has two schedules to manage: the arrival and food setup, and the route through the zoo. Start by booking the zoo and party venue, then confirm tickets, registrations and dietary requirements before buying supplies. On the day, keep check-in simple with a contact list, name stickers and tickets ready at one arrival desk. Build in time for the group photo, snacks and the cake without making the zoo visit feel rushed.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve the zoo
2
Reserve party venue
3
Order entrance tickets
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Create a contact list
8
Check route and parking
9
Check the weather forecast
10
Print the run sheet
11
Order cake
12
Do the shopping
2 people
13
Collect materials
2 people
14
Make name stickers
15
Prepare the gift table
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Picking up the cake

Event

19
Set up the arrival desk
2 people
20
Welcome guests
3 people
21
Hand out tickets
2 people
22
Hand out name stickers
23
Take group photo
24
Guide the zoo route
3 people
25
Serve snacks
2 people
26
Serve drinks
2 people
27
Refill drinks
2 people
28
Cut the cake
2 people
29
Serve cake
3 people
30
Collect gifts
31
Remove waste regularly
2 people
32
See off guests
2 people

Aftercare

33
Pack leftovers
2 people
34
Wash dishes
2 people
35
Clear tables and chairs
3 people
36
Remove decorations
2 people
37
Clean the venue
3 people
38
Take out the trash
2 people
39
Check found items
40
Return materials
2 people
41
Pay outstanding costs

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Buffet tablesqty 2
Gift table
Coolersqty 3
Tableclothsqty 6

Tableware

Reusable platesqty 50
Reusable cupsqty 70
Coffee cupsqty 25
Reusable cutleryqty 60
Serving plattersqty 8
Serving traysqty 4
Pie platesqty 3

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Table décorqty 6
Name stickersqty 50
Gift tagsqty 30

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 2
Phone chargersqty 3
Party tentqty 2

Kitchen

Coffee maker
Kettle
Cutting boardsqty 3
Chef's knifeqty 2
Cake knife
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Hand soapqty 2
Dish soapqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the zoo booking, party venue and entrance tickets before sending invitations. If guests need to register, use the final registration list to order the right number of tickets and prepare the arrival desk.
Collect dietary requirements when people register, not a few days before the party. Mark suitable snacks and cake portions clearly so the person serving food does not have to guess.
Prepare one run sheet with arrival, ticket handout, the group photo, the zoo route, snacks and cake. Print it before the event and give a copy to the person guiding the group.
Set up the arrival desk before guests arrive with tickets, name stickers and the contact list. Keep the gift table separate so bags and presents do not get mixed up with check-in materials.
Do the food and equipment check the day before: chill drinks, collect the cake arrangements, charge the speaker and phones, and confirm access to power for the coffee maker or kettle. Check the weather forecast before deciding whether the party tent or extra outdoor setup is needed.

Frequently asked questions

How far in advance should I book a zoo party?: Book the zoo and party venue before sending invitations, preferably several weeks ahead. You need the confirmed date and ticket arrangements before you can process registrations and plan the route.
How many drinks should I prepare for a zoo party?: Plan around two to three drinks per person for the first hour, then add water for the rest of the visit. Chill them before guests arrive and use coolers if the group will be outside for several hours.
When should I collect dietary requirements for a zoo party?: Ask for dietary requirements when guests register and close the list at least one week before the party. Use the final list when ordering the cake and buying snacks.
What should I do first on the day of a zoo party?: Set up the arrival desk before the first guest arrives, with tickets, name stickers and the contact list ready. Then welcome guests, hand out tickets and stickers, and take the group photo before starting the zoo route.

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.