How to organize an animal show from start to finish
Organizing an animal show starts with the site and the animals, not the decorations. Confirm the date, location, permits and insurance first, then build the registration process, judging schedule and visitor routes around the animals attending. You also need clear welfare rules, trained volunteers and a plan for water, feed, waste and emergencies. The checklist below keeps the work in a practical order, so late registrations and unsafe animal areas do not disrupt the show.
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 and notifications
- 3
Invite animal handlers
2 people
- 4
Send participant terms and conditions
- 5
Send invitations
2 people
- 6
Process registrations
2 people
- 7
Collect dietary requirements
- 8
Register animals and breeds
2 people
- 9
Create the program and schedule
2 people
- 10
Book judges and presenter
2 people
- 11
Record the veterinarian's contact details
- 12
Confirm reservations
- 13
Check insurance details
- 14
Create site map
2 people
- 15
Set up animal zones
2 people
- 16
Determine visitor routes
2 people
- 17
Recruit volunteers
2 people
- 18
Assign volunteers
2 people
- 19
Prepare safety instructions
2 people
- 20
Draw up animal welfare rules
2 people
- 21
Compile emergency numbers
- 22
Design signage
- 23
Prepare program booklets
2 people
- 24
Prepare name badges
- 25
Arrange prizes and certificates
2 people
- 26
Do the shopping
3 people
- 27
Check animal feed
2 people
- 28
Purchase refrigerated products
2 people
- 29
Inform animal keepers again
- 30
Check the weather forecast
- 31
Set up tents and materials
3 people
- 32
Inspect grounds and surface
2 people
- 33
Set up tents
4 people
- 34
Set up tables and chairs
4 people
- 35
Set up animal stalls
4 people
- 36
Set up barriers and fences
3 people
- 37
Set up water points for animals
2 people
- 38
Set up feed and care station
2 people
- 39
Mark off the demonstration area without a stage
2 people
- 40
Hang up information signs
2 people
- 41
Hang up decorations
2 people
- 42
Test sound system
2 people
- 43
Check the lighting
2 people
- 44
Set up the catering buffet
3 people
- 45
Chill drinks
2 people
- 46
Set up the coffee and tea station
2 people
- 47
Set up registration desk
2 people
- 48
Prepare prizes and certificates
- 49
Give a briefing to all staff
4 people
Event
- 50
Welcome animal keepers
3 people
- 51
Guide animals to their enclosures
4 people
- 52
Register visitors
3 people
- 53
Hand out program booklets
2 people
- 54
Deliver the opening presentation
2 people
- 55
Guide Animal Rounds
4 people
- 56
Guide demonstrations
4 people
- 57
Monitor animal welfare
3 people
- 58
Answer audience questions
2 people
- 59
Guard access to animal areas
3 people
- 60
Giving the animals water
2 people
- 61
Check animal enclosures
2 people
- 62
Serve drinks
3 people
- 63
Serve snacks
3 people
- 64
Refill drinks
2 people
- 65
Restock the buffet
2 people
- 66
Empty trash bins
2 people
- 67
Check toilets
- 68
Collect jury scores
2 people
- 69
Collect audience votes
2 people
- 70
Announce the winners
2 people
- 71
Hand out certificates and prizes
3 people
- 72
See off the animal keepers
3 people
- 73
Ensure animals leave safely
4 people
- 74
Guide visitors to the exit
2 people
- 75
Do the Final Animal Round
2 people
Aftercare
- 76
Close catering
3 people
- 77
Pack supplies
2 people
- 78
Wash dishes
3 people
- 79
Clear tables and chairs
4 people
- 80
Clean animal enclosures
3 people
- 81
Collect and sort waste
3 people
- 82
Clean the grounds
4 people
- 83
Remove decorations
2 people
- 84
Dismantle the sound system
2 people
- 85
Turn off lights
- 86
Take down tents
4 people
- 87
Inventory materials
2 people
- 88
Return borrowed materials
2 people
- 89
Collect lost items
- 90
Hand over the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Tablesqty 12
- Chairsqty 100
- Bar stoolsqty 6
- Registration desk
- Waste binsqty 8
- Clothes racksqty 2
- Tableclothsqty 12
Animal supplies
- Animal enclosuresqty 16
- Transport cagesqty 8
- Dog crateqty 4
- Drinking bowlsqty 20
- Feed bowlsqty 16
- Water containersqty 6
- Hay binsqty 6
- Ground coverqty 8
- Animal brushesqty 6
- Linesqty 8
- Collarsqty 6
- Animal bagsqty 4
- Pet towelsqty 12
- Poop scoopsqty 4
- Dog waste bag dispensersqty 6
- Animal ID tagsqty 30
Equipment
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 4
- Speaker cablesqty 4
- Power banksqty 4
- Charging stationsqty 2
- Megaphonesqty 2
Safety
- First aid kitsqty 2
- Fire extinguishersqty 2
- Crowd control barriersqty 12
- Warning tapeqty 4
- Work glovesqty 12
- Safety vestsqty 8
Tableware
- Reusable cupsqty 150
- Platesqty 120
- Cutlery setsqty 120
- Coffee cupsqty 80
- Tea glassesqty 80
- Scissorsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving traysqty 6
- Serving spoonsqty 8
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Food containersqty 12
Decorations
- Buntingqty 8
- Balloonsqty 100
- Animal-themed bannersqty 6
- Table décorqty 12
- Name badgesqty 40
Lighting
- LED string lightsqty 6
- Work lightsqty 4
- Flashlightsqty 6
Catering
- Groceries
Tips
- Set the registration deadline at least 2 weeks before the show. Use the final list to confirm animal species and breeds, dietary requirements, handlers, transport needs and the number of enclosures or cages required.
- Create the site map before arranging furniture or signage. Mark separate animal zones, judging areas, visitor routes, registration, waste points and emergency access, then walk the route as if you were moving an animal through it.
- Publish the program only after judges, the presenter and handlers have confirmed their availability. Leave 10 to 15 minutes between major judging blocks for animal changes, questions and delays.
- Assign volunteers to fixed posts rather than giving everyone general duties. A practical minimum is one person at registration, one person monitoring each busy animal zone and one coordinator with the emergency numbers.
- Prepare welfare and safety instructions in writing at least 1 week beforehand. Include who may handle animals, where water and feed are kept, how waste is removed and what happens if an animal becomes distressed or an incident occurs.
Frequently asked questions
- How far in advance should I organize an animal show?
- Start planning at least 8 to 12 weeks before the show. Confirm the date, venue, permits, insurance, judges and animal handlers first; send invitations once those essentials are secure.
- When should animal registrations close?
- Close registrations about 2 weeks before the event, or earlier if animals need individual enclosures or transport planning. This gives you time to finalize breeds, the schedule, name badges and welfare arrangements.
- How do you keep animals safe at an animal show?
- Separate animal zones from visitor routes and provide suitable enclosures, transport cages, water containers and waste equipment. Give handlers the welfare rules at least 1 week before the show and keep the veterinarian’s contact details with the emergency numbers.
- How many volunteers are needed for an animal show?
- Use one registration volunteer, one zone monitor for each busy animal area and one event coordinator as a starting point. Add people for larger crowds, multiple judging rings or any route where animals and visitors could cross.
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