Replacement Day checklist: what to arrange and when

A replacement day needs more than a visitor schedule. You are coordinating animal profiles, health information, registrations, transport, volunteers, and a safe setup for dogs and cats. Start with the date, location, participating animals, and registration process, then work toward the practical details at the venue. This checklist keeps interviews, visitor reservations, adoption paperwork, animal enclosures, refreshments, and the registration desk in the right order so nothing is left until the last hour.

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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
Register participating animals
2 people
Collect animal profiles
2 people
Check health information
2 people
Publish registration form
Send invitations
2 people
Place promotion
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Coordinate animal transport
2 people
Schedule introductory interviews
2 people
Make a reservation for visitors
Print animal information
2 people
Print adoption forms
2 people
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
Set out animal supplies
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up animal enclosures
4 people
Set up registration desk
2 people
Set up information tables
2 people
Hang decorations
2 people
Put up directional signs
2 people
Set up catering
3 people
Brief volunteers
3 people
Let the animals settle in calmly
4 people

Event

Register visitors
3 people
Welcome visitors
2 people
Explain animal profiles
4 people
Guide the animal meet-and-greet
5 people
Move animals safely
3 people
Conduct adoption interviews
3 people
Fill out adoption forms
2 people
Care for the animals
4 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
Collect waste along the way
2 people
Escort the last visitors
2 people
Bring the animals back
4 people

Aftercare

Wash dishes
2 people
Clean up the venue
4 people
Clean animal enclosures
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Process adoption details
2 people
Follow up with visitors and adopters
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Folding benchesqty 3

Animal care

Dog kennelsqty 8
Cat cratesqty 6
Animal racesqty 4
Dog leashesqty 10
Collarsqty 10
Feed bowlsqty 20
Water tubsqty 12
Transport boxesqty 6
Animal blanketsqty 15
Litter boxesqty 6
Clean cat litter boxesqty 3
Dog waste bag dispensersqty 4

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Scissorsqty 3

Equipment

Laptopqty 2
Printer
Payment terminal
Extension cordsqty 4
Power stripsqty 4

Communication

Animal information leafletsqty 60
Adoption formsqty 50
Clipboardsqty 12
Pensqty 30
Name badgesqty 50
Wayfinding signsqty 10

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 50

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Groceries

Groceries

Tips

Confirm the date and venue before opening registration. Allow at least 2 weeks for invitations, animal profiles, dietary requirements, and visitor reservations to be processed.
Collect health records and animal profiles before scheduling introductory interviews. Keep the final information ready for printing, and prepare one name badge per participant, volunteer, and animal team member.
Arrange animal transport before the event week, including transport boxes, leashes, collars, blankets, and water tubs. Match each animal with a suitable enclosure, such as a dog kennel or cat crate, before visitors arrive.
Set up the venue in a clear sequence: tables and chairs first, then enclosures, the registration desk, and information tables. Check extension cords, power strips, the printer, laptop, and payment terminal before opening.
Chill drinks and prepare cups, plates, cutlery, coffee machines, kettles, and thermos flasks on the day. Put animal care items in their working areas, including food bowls, litter boxes, scoops, and waste bag dispensers.

Frequently asked questions

How far in advance should I plan a replacement day?: Start planning at least 2 weeks before the event. That gives you time to publish the registration form, send invitations, process registrations, collect health and dietary information, and arrange volunteer shifts and animal transport.
When should animal health records be checked?: Check health records before you confirm introductory interviews and no later than 7 days before the replacement day. Use the final information when preparing animal profiles and printed visitor materials.
How many visitor reservations can I accept for a replacement day?: Set the visitor limit from the number of animals, enclosures, volunteers, and interview slots available. Review registrations at least 3 days beforehand so you can adjust reservations and contact visitors with missing information.
When should I set up the animal enclosures?: Set up the enclosures and animal care stations before the registration desk and information tables are finished, ideally 2 to 3 hours before visitors arrive. This leaves time to check gates, water, bedding, litter boxes, and safe movement routes.

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.