How to organise an animal festival

An animal festival needs more than activities and visitors: you also have to manage welfare, permits, exhibitors, food and a safe layout. Start by confirming the date and location, then work through approvals and animal requirements before inviting people. Once registrations open, assign volunteers and publish clear animal rules. In the final week, confirm deliveries, check the forecast and prepare signs, lists, feed and chilled food so the event can run without last-minute searching.

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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
Check permits
3
Check animal welfare requirements
2 people
4
Make reservations
5
Confirm animal acts
2 people
6
Contact exhibitors
2 people
7
Create floor plan
2 people
8
Send invitations
2 people
9
Post online promotion
10
Open registrations
11
Publish animal rules
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Share the run-of-show
16
Check the weather forecast
17
Confirm deliveries
18
Check the shopping list
2 people
19
Check inventory supplies
2 people
20
Do the shopping
3 people
21
Set up non-perishable supplies
2 people
22
Keep chilled products cool
2 people
23
Portion animal feed
2 people
24
Print info signs
25
Print registration lists
26
Prepare Animal Check
2 people
27
Inspect the site
3 people
28
Unload tables and chairs
4 people
29
Build party tents
6 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Put up barriers
3 people
33
Set up the animal rest area
3 people
34
Place animal toilets
2 people
35
Hang up decorations
3 people
36
Connect sound equipment
2 people
37
Connect lighting
2 people
38
Build the catering buffet
4 people
39
Chill drinks
2 people
40
Prepare snacks
4 people
41
Set up information table
2 people
42
Set up registration desk
2 people
43
Welcome the animal actors
3 people
44
Provide animals with water
3 people
45
Brief volunteers
3 people
46
Conduct a safety check
3 people

Event

47
Welcome visitors
4 people
48
Register visitors
3 people
49
Explain the animal rules
2 people
50
Guide animal acts
4 people
51
Supervise children's activities
4 people
52
Serve catering
4 people
53
Refill drinks
2 people
54
Refill the animals' water
2 people
55
Check animal enclosures
2 people
56
Empty waste stations
2 people
57
Keep animal toilets clean
2 people
58
Provide announcements
59
Wave goodbye to visitors
3 people
60
Ensure animals leave safely
3 people

Aftercare

61
Clean up catering
4 people
62
Wash dishes
3 people
63
Clean the grounds
5 people
64
Dispose of waste
2 people
65
Remove decorations
3 people
66
Dismantle furniture
5 people
67
Disconnect equipment
2 people
68
Take down party tents
5 people
69
Sort materials
3 people
70
Count inventory
2 people
71
Return borrowed items
2 people
72
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 100
Beer tablesqty 6
Blanketsqty 12
Table binsqty 12
Stoolsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 120
Bowlsqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 18
Pitchersqty 8

Catering

Food warmersqty 4
Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 3
Mixing bowlsqty 6
Serving plattersqty 18

Decorations

Buntingqty 12
Animal balloonsqty 60
Balloon weightsqty 12
Welcome sign
Directional signsqty 12
Table décorqty 12
Name badgesqty 100

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4
Handheld megaphone

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 6

Sports equipment

Agility Tunnelsqty 2
Conesqty 20
Hoopsqty 6
Obstacle polesqty 4
Dog frisbeesqty 8
Play ballsqty 12
Treat bagsqty 100

Animal supplies

Animal water bowlsqty 12
Feed bowlsqty 8
Hay binsqty 4
Animal fencingqty 12
Dog leashesqty 8
Water containersqty 6
Hay balesqty 4
Pet towelsqty 12
Travel basketsqty 4
Dog waste bag dispensersqty 6
Poop bag rollsqty 40
Paw Cleaning Tubsqty 3
Litter boxesqty 4
Cat litterqty 2
Animal toysqty 20
Animal brushesqty 6
Collarsqty 6
Animal number tagsqty 100
Edible animal cookiesqty 4

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 6
Spongesqty 12
Dish brushesqty 4
Disinfectant sprayqty 4
Paper towelsqty 12
Hand soap dispensersqty 6
Toilet paperqty 48
Paper towelsqty 12
Rubber glovesqty 12

Information

Information boardsqty 10
Clipboard foldersqty 8
Ballpoint pensqty 24
Wristbandsqty 150
Floor plansqty 150
Program leafletsqty 150
Animal rule cardsqty 150

Safety

First aid kit
Fire extinguishersqty 2
Flashlightsqty 6
Safety vestsqty 12
Barrier tapeqty 4
Conesqty 20

Tips

Start with the location, permits and animal welfare requirements before confirming acts or exhibitors. Allow at least two weeks for checks and approvals, because late changes can affect the floor plan and invitations.
Create the floor plan before you publish the programme. Mark animal areas, visitor routes, registration, food service, tables, chairs and party tents so exhibitors know where to unload and volunteers know their posts.
Open registrations only after the animal rules are ready. Ask for dietary requirements during registration and print the final registration lists after processing changes, rather than relying on a live phone or laptop.
Give volunteers a timed run-of-show at least 24 hours before the festival. Include arrival times, registration duties, animal-area checks, food service and who handles late deliveries or weather changes.
Use the final 48 hours for practical checks: confirm deliveries, inspect supplies, portion animal feed, print information signs and keep chilled products in coolers. Set up non-perishable items first, then handle cold food as close to opening time as possible.

Frequently asked questions

How early should I start organising an animal festival?: Start at least 8 to 12 weeks before the event. Use the first two weeks for the date, location, permits and welfare requirements, then confirm acts, exhibitors and the layout before promotion begins.
When should animal festival registrations open?: Open registrations once the programme, animal rules and location details are confirmed, usually 4 to 6 weeks before the festival. Close or review the list 3 to 5 days beforehand so dietary requirements and printed lists are current.
How many volunteers do I need for an animal festival?: Plan for at least one volunteer per key station, such as registration, animal areas, food service and visitor guidance, plus one floating coordinator. For a small festival, schedule a minimum of 5 to 6 people and give everyone their duties the day before.
What should I do if the weather forecast changes before the festival?: Check the forecast 72 hours before the event and again the evening before. Confirm party tents, blankets, coolers and indoor or sheltered alternatives, then share any access or programme changes with exhibitors, volunteers and registered visitors.

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.