Livestock show checklist: what to arrange and when

A livestock show needs more than exhibitor registrations and a display area. You also need a clear traffic plan, animal care facilities, veterinary cover, catering, waste collection and information for visitors and exhibitors. Start by confirming the date and location, then build the exhibitor and animal lists before assigning booth space. In the final days, check power, refrigeration, signage, animal tags and every item needed for feeding, watering and cleaning.

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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

Confirm date and location
Create exhibitor list
2 people
Send invitations
2 people
Open visitor registration
Process registrations
2 people
Collect dietary requirements
Assign Booth Space
2 people
Collect animal registrations
2 people
Make reservations
Arranging a veterinarian
Order catering
Arrange waste collection
Develop the traffic plan
2 people
Create floor plan
2 people
Compile program
2 people
Send exhibitor information
Publish visitor information
Prepare name badges
2 people
Print booth numbers
Print direction signs
Print participant list
Prepare animal tags
2 people
Check power outlets
2 people
Check refrigeration equipment
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
4 people
Inspect the site
2 people
Set up fences and animal pens
6 people
Apply bedding
4 people
Set up food and water bowls
3 people
Set up tables and chairs
4 people
Build exhibitor stands
6 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Hang decorations
3 people
Put up route signs
2 people
Place safety signs
2 people
Feed the animals
6 people
Check the animals
3 people
Fill animal pens
4 people
Welcome exhibitors
3 people
Carrying out the final cleaning
3 people

Event

Staff the registration desk
3 people
Welcome visitors
4 people
Hand out badges
2 people
Guide the exhibitors
2 people
Check animal enclosures
3 people
Giving the animals water
3 people
Feed the animals
3 people
Guide demonstrations
3 people
Staff information points
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets
2 people
Mark off unsafe areas
2 people
See off the last visitors
3 people

Aftercare

Prepare animals for departure
4 people
Reload animals
6 people
Take down exhibitor booths
6 people
Dismantle fences and pens
6 people
Remove feed and bedding
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clear away catering leftovers
3 people
Collect waste
4 people
Clean the grounds
5 people
Clean animal enclosures
4 people
Inventory materials
2 people
Return materials
3 people
Return borrowed materials
2 people
Handle the deposit and keys
Register lost and found items
Archive photo and participant files
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 80
Reception desk
Clothes racksqty 4
Crowd control barriersqty 24

Animal care

Sweepings panelsqty 30
Sweepingsqty 8
Feed bowlsqty 20
Drinking bowlsqty 20
Buckets of waterqty 20
Hay racksqty 12
Haltersqty 20
Ropesqty 20
Wheelbarrowsqty 4
Scoopsqty 6
Pitchforksqty 6
Brushesqty 12
Animal labelsqty 100
Transport cratesqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Handheld microphonesqty 2
Speakersqty 2
Walkie-talkiesqty 8
Flashlightsqty 6
Hand trucksqty 2

Decorations

Buntingqty 12
Trade show bannersqty 8
Tableclothsqty 24
Flower arrangementsqty 8
Information boardsqty 12
Booth number holdersqty 30
Directional signsqty 20

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Serving jugsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mopsqty 4
Bucketsqty 6
Broom setsqty 4
Window squeegeesqty 2
Toilet brushesqty 4

Lighting

LED work lightsqty 8
String lightsqty 8
Battery lanternsqty 6

Safety

Safety vestsqty 12
Work glovesqty 12
Hearing protectionqty 12
First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12

Registration

Name badge holdersqty 150
Wristbandsqty 300
Cash boxesqty 2
Clipboardsqty 8
Pensqty 40
Temporary signageqty 30

Catering

Groceries

Tips

Confirm the date and location before opening registration. Once you know the available space, create the floor plan, assign booth spaces and map separate routes for visitors, exhibitors, animals and service vehicles.
Collect animal registrations early enough to prepare animal tags, labels and suitable spaces. Keep the exhibitor list and participant list aligned so badges, booth numbers and published information match.
Arrange veterinary cover before the show opens, and confirm where animals can be isolated or treated if needed. Plan feeding, watering and cleaning points with hay racks, feed bowls, drinking bowls, buckets and waste equipment in mind.
Check utilities and cold storage at least one week before the event. Test power outlets and confirm that coffee machines, kettles, refrigerators and coolers can be used safely where they are planned.
Send exhibitors practical information before arrival, including access routes, booth numbers, animal handling expectations and arrival times. Print direction signs, participant lists and animal tags before setup day rather than during registration.

Frequently asked questions

How far in advance should I plan a livestock show?: Start the main planning at least 8 to 12 weeks before the show. Confirm the date and location first, then allow time for exhibitor invitations, visitor registration, animal registrations, veterinary arrangements and catering.
When should livestock exhibitors register their animals?: Set an animal registration deadline at least 2 to 3 weeks before the event. This gives you time to prepare animal tags, assign suitable spaces and update the participant list and floor plan.
How many animal care supplies do I need for a livestock show?: Plan one feeding and drinking point for each animal area, with extra buckets and cleaning tools available for busy periods. Count halters, ropes, transport crates, brushes and labels from the confirmed animal registrations rather than estimating from visitor numbers.
When should I arrange catering and waste collection for a livestock show?: Confirm catering and waste collection at least 2 weeks before the event, then recheck final numbers 3 to 5 days beforehand. Include exhibitor and crew meals as well as expected visitors, and place waste collection points on the traffic and floor plans.

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.