How to organize an aquarium show

An aquarium show needs more than tanks and fish: exhibitors, transport, water preparation, power, signage, and visitor flow all have to line up. Start with registrations and exhibitor confirmations, then build the floor plan around the aquariums and stands. Schedule animal transport only after setups, water, and equipment are ready. The final checks should focus on filters, pumps, lighting, water quality, cables, and clear information for visitors.

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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
Send invitations
2 people
2
Open registrations
3
Process registrations
4
Collect dietary requirements
5
Create participant list
6
Confirm exhibitors
7
Inventory the aquarium animals
2 people
8
Plan animal transport
2 people
9
Arrange aquarium setups
2 people
10
Print floor plan
11
Design information boards
2 people
12
Create the program
13
Confirm suppliers
14
Check the shopping list
15
Do the shopping
2 people
16
Gather Aquarium Supplies
2 people
17
Check the aquariums
2 people
18
Clean aquariums
3 people
19
Prepare water
2 people
20
Set Up Tables and Stands
4 people
21
Set up aquariums
4 people
22
Connect filters and pumps
3 people
23
Connect lighting
2 people
24
Set up the decorations
3 people
25
Place information signs
2 people
26
Acclimate the animals
3 people
27
Test water values
2 people
28
Set up the registration desk
2 people
29
Set up catering
3 people
30
Chill drinks
2 people
31
Setting up the coffee station
2 people
32
Test equipment and power
2 people
33
Check the route
2 people
34
Brief crowd guides
4 people

Event

35
Open the doors
3 people
36
Welcome visitors
3 people
37
Check entrance and tickets
2 people
38
Guide tours
3 people
39
Run aquarium demos
2 people
40
Answer visitors' questions
3 people
41
Serve coffee and tea
2 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Check water and animals
2 people
45
Dry wet floors immediately
2 people
46
Remove waste regularly
2 people
47
Inform last visitors
2 people

Aftercare

48
Return the animals safely
3 people
49
Switch off aquarium equipment
2 people
50
Clean up catering
3 people
51
Wash dishes
2 people
52
Clear tables and chairs
4 people
53
Empty the aquariums
3 people
54
Clean aquariums
3 people
55
Clean the venue
4 people
56
Dispose of waste separately
2 people
57
Inventory materials
2 people
58
Return borrowed materials
2 people
59
Store leftover food
60
Archive participant details

What to bring

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

Furniture

Tablesqty 12
Chairsqty 40
Entrance desk
High tablesqty 4

Aquarium

Aquariumsqty 12
Aquarium standsqty 12
Aquarium filtersqty 12
Air pumpsqty 8
Air hosesqty 30
Air stonesqty 16
Aquarium heatersqty 8
Aquarium lightingqty 12
Aquarium gravelqty 60
Aquarium Plantsqty 45
Aquarium decorationsqty 20
Fishing netsqty 8
Transport binsqty 12
Buckets of waterqty 10
Water hosesqty 6
Water treatment productqty 4
Water quality test kitsqty 4
Aquarium fishqty 80
Aquarium invertebratesqty 30

Equipment

Extension cordsqty 12
Power stripsqty 12
Cable matsqty 20
Handheld microphone
Speaker

Decorations

Aquarium backgroundsqty 12
Information boardsqty 20
Directional signsqty 12
Name badgesqty 30
Tableclothsqty 12
Plantersqty 6

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 4
Pliersqty 4
Serving jugsqty 4

Cleaning

Bucketsqty 6
Mopsqty 6
Microfiber clothsqty 24
Window squeegeesqty 4
Waste binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Close registrations before you create the participant list, so dietary requirements, exhibitor spaces, and program details are based on final numbers rather than guesses.
Plan animal transport around the tank setup, not the other way around. Have transport bins, treated water, nets, and a clear arrival sequence ready before animals leave their usual environment.
Test every aquarium at least once before opening: run the filters, air pumps, heaters, and lighting together, and check water quality before placing animals in the tanks.
Map power points before setting up tables and stands. Keep extension cords and power strips away from walking routes, then cover crossings with cable mats rather than improvising on the day.
Put information boards and tank signs in place after the aquariums are positioned. This prevents labels from being moved repeatedly and makes the floor plan easier for visitors to follow.

Frequently asked questions

How far in advance should I organize an aquarium show?: Start at least 8 to 12 weeks ahead. Use the first weeks for invitations, registrations, exhibitor confirmations, suppliers, and the program; reserve the final 1 to 2 weeks for equipment checks and logistics.
When should aquarium water be prepared for a show?: Prepare and treat the water during the setup period, ideally 24 to 48 hours before animals arrive when the species and equipment allow it. Test the water again on the event day before transferring animals.
How do I transport fish to an aquarium show?: Plan transport separately for each exhibitor and species, using suitable transport bins and enough water for the journey. Set up the destination aquariums first and aim to move animals as close to opening as practical, rather than holding them for many hours.
How long does aquarium show setup take?: Allow at least 4 to 6 hours for a small show with multiple aquariums, including table placement, tank cleaning, water preparation, equipment connections, signage, and testing. Add extra time if exhibitors arrive in stages or the floor plan is complex.

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