Reptile Fair Checklist and Planning Guide

A reptile fair needs more than tables and exhibitor registrations. You also need a clear animal list, welfare requirements, safe stall layout, reliable power and a visitor process that works from opening time. Start with the venue, date, permits and insurance, then build the exhibitor list and floor plan before ordering services and equipment. Use this checklist to keep welfare, payments, signage and event-day staffing on schedule.

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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

Reserve the venue and hall
Confirm the date and opening hours
Check permits and notifications
Arrange event insurance
Invite exhibitors
2 people
Send visitor invitations
2 people
Post promotion on social media
Distributing posters
2 people
Process exhibitor registrations
2 people
Maintain the exhibitor list
Create the exhibitor seating plan
2 people
Request exhibitors' animal list
Share animal welfare requirements
Share sales rules with exhibitors
Confirm stall registrations
2 people
Reserve staff catering
Collect dietary requirements
Reserve toilet facilities
Arrange waste collection
Prepare payment options
2 people
Set admission prices
Count wristbands and tickets
Design signage
Prepare information boards
2 people
Create exhibitor briefing
Schedule volunteers
2 people
Create an emergency contact list
Determine the loading and unloading route
Check stock and materials
2 people
Do the shopping
2 people
Lay out tickets and cash drawer
2 people
Fill coolers
2 people
Check the hall and entrance area
2 people
Supervise loading and unloading
3 people
Set up tables
4 people
Set up chairs and queue lines
3 people
Mark stalls
2 people
Set up the entrance desk
2 people
Set up the information desk
2 people
Hang up signage
2 people
Set up power outlets and cables
3 people
Tape down cables securely
2 people
Check exhibitor tables
2 people
Set up temperature gauges
2 people
Set up the animal safety zone
3 people
Check sanitary points
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Check animals and enclosures
3 people
Brief volunteers
2 people
Staff the cash register
2 people
Welcome visitors
3 people
Check tickets
2 people
Provide information to visitors
2 people
Monitor animal welfare around the stands
3 people
Guide visitor flow
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Replenish sanitary supplies
Arrange staff breaks
Handle the final announcement
Guide visitors to the exit
2 people
Check out exhibitors
2 people
Ensure animals leave safely
3 people

Aftercare

Close the register
2 people
Take down tables and chairs
4 people
Collect stand materials
3 people
Collect waste
3 people
Leave the hall broom-clean
3 people
Clean the restrooms
2 people
Empty coolers
2 people
Return materials
3 people
Return borrowed materials
2 people
Store leftover stock
2 people
Archive invoices and cash receipts
Send thank-you message to exhibitors

What to bring

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

Furniture

Tablesqty 40
Chairsqty 80
Entrance desk
Information desk
Clothing rack
Bollardsqty 12
Barrier tapeqty 4

Equipment

Cash register tabletqty 2
Payment terminalqty 2
Cash drawerqty 2
Coffee makerqty 2
Kettleqty 2
Coolersqty 4
Handheld microphone
Wireless speakersqty 2
Extension cordsqty 10
Power stripsqty 12
Cable reelsqty 4
Cable traysqty 12
Label printer

Animal care

Digital thermometersqty 12
Hygrometersqty 12
Hand sanitizing stationsqty 8
Disposable glovesqty 4
Transport binsqty 6
Escape-proof clipsqty 100
Partition curtainsqty 12
Water tubsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Pitcherqty 4
Thermos flasksqty 4
Serving traysqty 6

Decorations

Exhibitor signsqty 40
Directional signsqty 12
Program postersqty 10
Information boardsqty 8
Tableclothsqty 40
Pen holdersqty 6
Notice boardsqty 4
Adhesive stripsqty 8

Lighting

LED work lightsqty 8
Battery lampsqty 12
Spare batteriesqty 24

Safety

First aid kit
Fire extinguishersqty 2
Safety vestsqty 8
Flashlightsqty 4
Nitrile glovesqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Pliersqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving plattersqty 8
Ice packsqty 20

Cleaning

Vacuum cleaner
Broom setsqty 3
Mop headsqty 2
Bucketsqty 4
Cleaning clothsqty 30
Waste binsqty 12

Catering

Groceries

Tips

Request each exhibitor’s animal list before finalising the seating plan. This gives you time to check welfare requirements, prepare information boards and identify any space or transport-bin needs.
Plan the entrance and information desks separately, and count wristbands and tickets before event day. Keep payment terminals, a cash drawer and a backup payment option ready before doors open.
Test every powered item in the hall at least one day ahead. Check extension cords, power strips, cable reels and cable trays so public walkways remain clear and no stall loses power unexpectedly.
Send the exhibitor briefing at least 7 days before the fair. Include arrival instructions, stall registration details, sales rules, animal welfare requirements and the deadline for dietary requirements.
Prepare animal-care and hygiene points before unloading begins. Place hand-sanitising stations, disposable gloves, digital thermometers and hygrometers where exhibitors can reach them without crossing visitor routes.

Frequently asked questions

How early should I start organising a reptile fair?: Start the venue, date, permit and insurance work at least 12 weeks before the fair. Begin exhibitor invitations and registration soon afterwards, so you have time to build the animal list and seating plan.
When should reptile fair exhibitors receive the briefing?: Send the exhibitor briefing 7 days before opening, with a final reminder 24 hours before arrival. Ask for missing animal lists, dietary requirements and stall confirmations before that reminder.
How many staff do I need at a reptile fair?: Set aside at least one person for the entrance desk, one for the information desk and one event lead who can handle welfare or safety issues. Add staff for queue control and exhibitor support when the hall has multiple entrances or busy arrival periods.
What equipment should I test before a reptile fair?: Test payment equipment, the cash register tablet, microphone, wireless speakers and every power connection at least one day before the event. Check cable routes, thermometers, hygrometers and hand-sanitising stations again during the final hall walk-through.

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.