How to organize a reptile show from start to finish

Start by fixing the date and venue, then check permits and animal welfare requirements before contacting exhibitors. Once the animal list and demonstrations are taking shape, open registration and give exhibitors clear arrival, equipment and temperature instructions. In the final week, confirm volunteers, print the program, prepare name badges and check every terrarium, lamp and measuring device. On the day, set up the registration desk, visitor flow and animal areas before exhibitors arrive.

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
Confirm date and location
2 people
2
Check permits
3
Check animal welfare requirements
2 people
4
Contact exhibitors
2 people
5
Document demonstrations
2 people
6
Make reservations
7
Send invitations
2 people
8
Open online registrations
9
Place promotion
2 people
10
Send exhibitor information
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Print the program
15
Make name badges
2 people
16
Check the animal list
2 people
17
Check temperature plans
2 people
18
Do the shopping
2 people
19
Collect materials
2 people
20
Chill drinks
2 people
21
Inspect venue
2 people
22
Set up tables
4 people
23
Set up chairs
3 people
24
Set up terrariums
4 people
25
Set up terrariums
4 people
26
Install heat lamps
3 people
27
Measure temperatures
2 people
28
Let the animals settle in calmly
3 people
29
Hang up information boards
2 people
30
Place route signs
2 people
31
Set up registration desk
2 people
32
Set up catering
3 people
33
Prepare coffee and tea
2 people
34
Conduct a safety check
2 people

Event

35
Welcome exhibitors
3 people
36
Register visitors
3 people
37
Distribute wristbands
2 people
38
Welcome visitors
2 people
39
Guide tours
3 people
40
Arrange the animal presentation
2 people
41
Supervise children's activity
2 people
42
Answer questions at the terrariums
3 people
43
Supervise animals
3 people
44
Supervise animal contact
2 people
45
Serve drinks
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Refill coffee and tea
49
Empty trash bins
2 people
50
Check toilets
51
Monitor animals' rest periods
2 people
52
Inform last visitors
2 people
53
See visitors out
2 people

Aftercare

54
Return the animals
4 people
55
Check animal enclosures
2 people
56
Securely close the terrariums
3 people
57
Clean up catering
3 people
58
Wash dishes
2 people
59
Clear tables and chairs
4 people
60
Remove decorations
2 people
61
Collect waste
3 people
62
Clean the venue
3 people
63
Inventory materials
2 people
64
Return materials
2 people
65
Clear away leftover food

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Folding chairs for exhibitorsqty 20
Queue postsqty 6

Equipment

Terrariumsqty 18
Transport boxesqty 12
Heat lampsqty 18
UVB lampsqty 12
Thermometersqty 18
Hygrometersqty 12
Power stripsqty 12
Extension cordsqty 10
Cable traysqty 20
Coolersqty 4
Mobile card machine

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving traysqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Tea glassesqty 50

Decorations

Info boardsqty 24
Program postersqty 8
Directional signsqty 12
Tableclothsqty 12
Name badgesqty 40
Entry wristbandsqty 250
Arrow tapeqty 6

Animal supplies

Sheltersqty 24
Water tubsqty 24
Feed bowlsqty 18
Substrate traysqty 12
Towelsqty 30
Reptile netsqty 4
Disinfectable glovesqty 100
Handwash sinksqty 3
Disinfection matsqty 4

Safety

Crowd control barriersqty 12
Warning signsqty 12
Fire extinguishersqty 2
First aid kitsqty 2

Lighting

LED work lightsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Check permits and animal welfare requirements before advertising or accepting exhibitors; some approvals and venue conditions can take several weeks to confirm.
Ask exhibitors for their final animal list and demonstration details at least 7 days before the show. Use this information for the program, signage and temperature planning.
Create separate setup zones for registration, queues and animal displays. Put tables, chairs, terrariums and cable protection in place before the first exhibitor arrives.
Test every heat lamp, UVB lamp, thermometer and hygrometer while the terrariums are empty. A last-minute equipment check is too late if a lamp or extension cord is missing.
Open online registration early enough to process attendee details and dietary requirements before shopping. Chill drinks and prepare the coffee and tea station on the day before or early on show morning.

Frequently asked questions

How far in advance should I organize a reptile show?: Start at least 8 to 12 weeks ahead. Use the first weeks for the venue, permits, welfare requirements and exhibitors, leaving the final 7 days for registrations, printing and equipment checks.
When should exhibitors send their animal list?: Request the final animal list at least 7 days before the event. This gives you time to check the program, plan temperatures and resolve missing or unsuitable display arrangements.
How do I prepare terrariums for a reptile show?: Set up each terrarium before exhibitors arrive and test its heat lamp, UVB lamp, thermometer and hygrometer. Allow at least 60 minutes for the setup area and equipment to reach the planned conditions.
When should I print the program and make name badges?: Finalize and print them 2 to 3 days before the show, after registrations and exhibitor details are checked. Keep a small number of blank badges for late changes or walk-in participants.

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.