Pet fair checklist: what to arrange and when

A pet fair involves more than booking a hall and inviting exhibitors. You need a clear visitor plan, confirmed stand spaces, animal welfare rules, demonstrations, registration and enough equipment for both people and animals. Start with the date, visitor estimate and venue, then work through exhibitors, promotion and the programme. In the final week, check the floor plan, signage, power supply, animal enclosures, badges, catering and chilled drinks so small omissions do not disrupt opening time.

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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

Set the date and number of visitors
2 people
Reserve the venue and room layout
2 people
Compile exhibitor list
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm pitches
2 people
Set house rules for animals
2 people
Send animal welfare instructions
2 people
Plan the program and demonstrations
2 people
Book catering
2 people
Determine drink and snack quantities
2 people
Publish promotion
2 people
Create floor plans and signage
2 people
Assign volunteers
2 people
Prepare visitor registration
2 people
Make name tags and badges
2 people
Check exhibitor contact details
Check technical supplies
2 people
Check animal enclosures
2 people
Check the shopping list
2 people
Do the shopping
2 people
Prepare promotional materials
Chill drinks
2 people
Open venue
2 people
Check hall and floors
2 people
Set up tables and chairs
4 people
Set up exhibitor booths
4 people
Set up animal stalls
3 people
Set up water points for animals
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Hang up decorations
2 people
Set up signage
2 people
Test audio and microphone
2 people
Check sanitary facilities
2 people
Brief volunteers
3 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Explain the program
Inform visitors
2 people
Support exhibitors
2 people
Check animal welfare
2 people
Refill the water tubs
2 people
Keep animal enclosures clean
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Arrange breaks for volunteers
Guide demonstrations
2 people
Register lost and found items
Inform last visitors
2 people
Have exhibitors dismantle their booths
3 people
Ensure animals leave safely
2 people

Aftercare

Close the registration desk
2 people
Clean up catering
3 people
Wash dishes
2 people
Dismantle tables and chairs
4 people
Clean animal enclosures
2 people
Collect waste
3 people
Clean the room
3 people
Remove decorations
2 people
Switch off equipment
2 people
Return borrowed materials
2 people
Handle lost and found
Call exhibitors about their belongings
Archive visitor registration
Check outstanding payments

What to bring

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

Furniture

Tablesqty 35
Chairsqty 80
Registration desk
High tablesqty 8
Clothes racksqty 4
Animal crateqty 12
Fence panelsqty 20
Bollardsqty 12
Party tentsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Microphone
Speakerqty 2
Laptop
Payment terminalqty 2

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Serving spoonsqty 8
Bottle openersqty 4
Coolersqty 4

Animal supplies

Water tubsqty 20
Feed bowlsqty 12
Drinking water containersqty 6
Towelsqty 30
Underpadsqty 20
Dog waste bag holdersqty 8
Transport boxesqty 6

Decorations

Trade fair bannersqty 6
Balloonsqty 100
Tableclothsqty 35
Photo wallsqty 2
Notice boardsqty 8
Directional signsqty 20

Lighting

LED lampsqty 12
String lightsqty 6

Registration

Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Clipboardsqty 8
Visitor listsqty 12
Wristbandsqty 400

Cleaning

Waste binsqty 16
Broom setsqty 4
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Poop scoopsqty 6
Hand spraysqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 12
Fire extinguishersqty 2

Groceries

Groceries

Tips

Set the date, visitor target and venue before contacting exhibitors. Your expected attendance determines the floor layout, number of registration places, seating and catering quantities.
Confirm each exhibitor’s contact details and stand space before publishing the floor plan. Send animal welfare instructions early, especially if exhibitors need to bring crates, fencing or other animal housing.
Plan visitor registration before the invitations go out. Allow time to process registrations, record dietary requirements and prepare badges so check-in does not become a queue at the entrance.
Check the programme against the room layout and technical equipment at least one week ahead. Demonstrations may need a microphone, speaker, laptop, extension cords or a clearly marked area away from visitor traffic.
Do the final shopping and equipment check shortly before the fair, then cool drinks in advance. Count tableware, serving equipment, coffee supplies, payment equipment and animal enclosures rather than assuming the venue provides them.

Frequently asked questions

How far in advance should I organise a pet fair?: Start planning at least 8 to 12 weeks before the event. This gives you time to reserve the venue, invite exhibitors, collect registrations, publish promotion and confirm animal welfare arrangements.
How much food and drink do I need for a pet fair?: Base quantities on your confirmed visitor estimate and the planned opening hours. For drinks, allow about 2 to 3 servings per person for the first hour, then 1 serving per person for each additional hour, with extra water for exhibitors and volunteers.
When should exhibitors receive pet fair instructions?: Send the house rules and animal welfare instructions when their stand is confirmed, ideally 4 to 6 weeks before the fair. Repeat practical arrival, enclosure and demonstration details in the final week.
What should I check the day before a pet fair?: Check the floor plan, signage, registration desk, badges, exhibitor contacts, technical equipment, power cables, animal enclosures, catering supplies and chilled drinks the day before. Keep a final checklist and resolve missing items before setup starts.

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.