Rabbit fair checklist: what to arrange and when

A rabbit fair needs more than cages and tables. You have to coordinate exhibitors, animal registrations, transport, welfare checks, visitor information and the layout of the venue. Start with the date, location and registration process, then confirm exhibitors and practical requirements before printing labels and price lists. This checklist covers the full run-up to the fair, including veterinary support, volunteers, catering supplies and the details that are easy to leave until the last week.

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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
Draft participant terms and conditions
2 people
Publish registration form
Send invitations
2 people
Contact exhibitors
2 people
Arranging a veterinarian
Process registrations
2 people
Collect dietary requirements
Keep track of animal registrations
2 people
Create the booth layout
2 people
Create evaluation forms
2 people
Create visitor information
Work out the floor plan
Share parking information
Check reservations
Assign volunteers
2 people
Coordinate Animal Transport
2 people
Prepare visitor registration
2 people
Post promotion online
Prepare name badges
2 people
Print price lists
Print animal labels
2 people
Check stock
2 people
Do the shopping
2 people
Purchase refrigerated products
Check animal enclosures
2 people
Pick up venue keys
Brief the setup team
2 people
Set up tables
4 people
Set up chairs
3 people
Set up animal cages
4 people
Number the cages
2 people
Set up judging tables
3 people
Set up registration desk
2 people
Set up the catering table
2 people
Chill drinks
2 people
Hang decorations
2 people
Place information signs
2 people
Carry out animal welfare check
2 people

Event

Welcome exhibitors
3 people
Register animals
3 people
Fill animal cages
4 people
Staff the visitor desk
2 people
Collect admission
2 people
Inform visitors
2 people
Present Rabbits
4 people
Conduct animal judging
3 people
Check animal pens
2 people
Refill water and hay
2 people
Serve drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Collect waste
2 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
Answer visitor questions
2 people
Inform last visitors
2 people
Unload animals safely
4 people
Check out exhibitors
2 people
Close animal registration
2 people

Aftercare

Empty the cages
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Take waste to the bins
2 people
Clean the floors
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Hand over the venue
2 people
Inventory materials
2 people
Return rental items
2 people
Clear away leftover food
Archive registration details
Process lost and found items

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 6
Clothes racksqty 4
Bollardsqty 12
Transport cartsqty 3

Animal supplies

Rabbit Cagesqty 80
Cage tablesqty 20
Water tubsqty 90
Feed bowlsqty 90
Hay netsqty 80
Transport boxesqty 12
Animal scalesqty 2
Underpadsqty 90
Travel basketsqty 8
Dog waste bagsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Teaspoonsqty 100
Serving traysqty 8
Serving jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Pliersqty 4
traysqty 6

Equipment

Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 8
Mobile phonesqty 4
Label printer
Calculatorsqty 3

Decorations

Information boardsqty 12
Route arrowsqty 16
Name badgesqty 100
Animal labelsqty 100
Tableclothsqty 24
Balloonsqty 100
Ribbonsqty 10
Price listsqty 30
Trophiesqty 12
Certificate foldersqty 20

Lighting

LED lampsqty 12
Desk lampsqty 6

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Waste binsqty 10
Paper towelsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Set the date and venue before opening registration, then publish the participant terms and conditions with the form. Give exhibitors a clear closing date so you have time to process registrations and build the booth and floor plans.
Keep a separate record for every animal registration, including dietary requirements and transport arrangements. Confirm the final numbers before ordering or checking rabbit cages, cage tables, water tubs, feed bowls and hay nets.
Arrange veterinary cover early and include the contact details in the staff information. On the day, keep animal scales, underpads, transport boxes and travel baskets available rather than storing them in a vehicle or distant room.
Assign volunteers to specific areas and shifts instead of asking for general help. You need people for registration, exhibitor support, parking, animal transport and visitor questions from opening time through pack-down.
Prepare printed materials only after the layout and registration data are final. Name badges, animal labels, price lists, evaluation forms, visitor information and parking instructions are common items to print too late.

Frequently asked questions

How far in advance should I organise a rabbit fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow several weeks for registrations, exhibitor coordination, veterinary arrangements and the final floor plan.
When should rabbit fair registration close?: Close registration at least 10 to 14 days before the event. That gives you time to check animal numbers, prepare labels, create the layout, assign volunteers and confirm transport requirements.
How many volunteers do I need for a rabbit fair?: Plan at least one volunteer for each active area, such as registration, exhibitor support, animal transport, parking and visitor information. Add one coordinator per shift and increase the number if arrivals are concentrated in the first two hours.
What should I prepare for rabbits at a fair?: Prepare one suitable cage space, water container, feed bowl and hay provision for each registered animal, plus spare supplies for the event. Keep transport boxes, travel baskets, scales, underpads and veterinary contact details ready before exhibitors arrive.

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.