How to organise an animal fair from start to finish

An animal fair needs more than exhibitor tables and visitor invitations. Start by fixing the date, opening hours and venue, then check permits and animal welfare requirements before you invite participants. Registration, species records, floor planning and welfare equipment must be coordinated before the doors open. This approach helps you avoid late changes, missing animal care supplies and confusion at check-in.

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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
Set date and opening hours
2
Reserve venue
3
Check permits
4
Check animal welfare requirements
2 people
5
Draft participant terms and conditions
2 people
6
Invite exhibitors
2 people
7
Send visitor invitations
2 people
8
Open online registrations
9
Process registrations
2 people
10
Confirm exhibitors
11
Register animal species
2 people
12
Collect dietary requirements
13
Book catering
14
Assign table numbers
2 people
15
Create floor plan
2 people
16
Publish visitor information
17
Check pet passports
2 people
18
Send exhibitor letter
19
Assign volunteers
2 people
20
Print contact list
21
Prepare name badges
2 people
22
Print signage
23
Prepare cash
24
Do the shopping
2 people
25
Check animal enclosures
2 people
26
Chill drinks
2 people
27
Prepare materials
3 people

Event

28
Open venue
2 people
29
Set up the reception area
3 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Mark stalls
2 people
33
Build animal enclosures
4 people
34
Set up drink stations
2 people
35
Set up the rest area
2 people
36
Hang up information signs
2 people
37
Set up signage
2 people
38
Hang up decorations
2 people
39
Test presentation equipment
2 people
40
Set up the catering buffet
3 people
41
Prepare coffee and tea
2 people
42
Welcome exhibitors
3 people
43
Register animals and materials
3 people
44
Allow animals to acclimatize safely
3 people
45
Staff access points
3 people
46
Welcome visitors
4 people
47
Hand out program information
2 people
48
Carry out animal welfare rounds
3 people
49
Check drinking water
2 people
50
Support exhibitors
2 people
51
Facilitate presentations
2 people
52
Answer visitors' questions
3 people
53
Serve coffee and tea
2 people
54
Serve snacks
2 people
55
Refill drinks
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Maintain calm and smooth flow
2 people
59
Inform last visitors
2 people
60
Let animals leave calmly
3 people
61
Check out exhibitors
3 people
62
Close the register
2 people

Aftercare

63
Catering breakdown
3 people
64
Dismantle animal enclosures
4 people
65
Remove decorations
2 people
66
Clear tables and chairs
4 people
67
Collect waste
3 people
68
Wash dishes
2 people
69
Clean the floors
3 people
70
Clean the restrooms
2 people
71
Return venue keys
72
Return rental items
2 people
73
Store leftover food
2 people
74
Register lost and found items
75
Inform vendors about aftercare
76
Carry out final settlement
2 people
77
Archive animal registration
78
Respond to visitor messages

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 8
Registration desk
Clothes racksqty 4
Waste binsqty 12
Fence panelsqty 20
Transport cartsqty 3

Animal care

Animal enclosuresqty 30
Transport boxesqty 12
Drinking bowlsqty 40
Feed bowlsqty 30
Water jugsqty 6
Hay netsqty 12
Animal scoopsqty 4
Towelsqty 30
Absorbent matsqty 40
Ground coverqty 8
Rest stallsqty 4
Cleaning bucketsqty 6
Animal brushesqty 6
Nitrile glovesqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Soup ladlesqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 12
Thermos bottlesqty 4

Equipment

Laptopsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 10
Presentation screensqty 2
Portable speakersqty 2
Microphonesqty 2
Charging stationsqty 3

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Table signsqty 30
Information boardsqty 12
Name badgesqty 80
Badge holdersqty 80
Tableclothsqty 24
Postersqty 20
Directional signsqty 16
Cable tiesqty 100
Tapeqty 12

Cleaning

Mopsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Cleaning cartsqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Begin with the venue, permits and welfare requirements before announcing the fair. Allow at least 6–8 weeks for approvals, exhibitor terms and practical adjustments.
Open online registration only after you know the available space and table layout. Keep a record of each exhibitor, registered species and any dietary requirements so the floor plan and catering match the final numbers.
Send exhibitors a practical information letter at least 7 days before the fair. Include table numbers, arrival instructions, contact details, animal transport guidance and the documents visitors or organisers must check, such as pet passports.
Plan separate areas for registration, exhibitors, animal enclosures and rest stalls. Check the enclosures, fence panels, transport boxes, water, feed and ground cover before setup, rather than discovering gaps during opening hours.
Prepare the final operating pack the day before: volunteer assignments, printed contact lists, signage, name badges, cash and cleaning supplies. Keep water jugs, drinking bowls, absorbent mats, towels, gloves and cleaning buckets accessible throughout the event.

Frequently asked questions

How far in advance should I organise an animal fair?: Start at least 6–8 weeks before the event. Use the first 2 weeks for the venue, permits and welfare requirements, then allow time for exhibitor invitations, registrations and equipment checks.
What should I check before allowing animals into an animal fair?: Check the applicable welfare requirements, registered animal species and any required pet passports before arrival. Inspect every enclosure, fence panel, transport box, water and feed station before opening.
When should exhibitor registration close?: Close registration around 7 days before the fair if you need to assign table numbers, confirm species and create a reliable floor plan. Keep a contact channel open for urgent changes after the deadline.
How many volunteers are needed for an animal fair?: Assign at least one volunteer to registration, one to exhibitor support and one to monitor animal areas for each busy time block. For a larger fair, add a dedicated coordinator and publish the rota before the exhibitor letter is sent.

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.