Reptile Fair Checklist

Organising a reptile fair takes more than booking a venue and inviting exhibitors. You need a clear process for permits, animal registration, welfare requirements, exhibitor information and visitor flow. The final days are usually spent checking power, printing plans, preparing signage and making sure food, drinks and payment equipment are ready. This checklist covers the work from the first venue booking through opening the doors, so key details are not left until event morning.

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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 venue
Check permits
Prepare exhibitor terms and conditions
2 people
Record animal welfare requirements
2 people
Invite exhibitors
2 people
Send audience invitations
2 people
Process registrations
2 people
Maintain the exhibitor list
Collect dietary requirements
Book catering
Check power outlets
2 people
Set up the floor plan
2 people
Assign table numbers
Prepare animal registration
2 people
Print evacuation plan
Print contact list
Make name badges
2 people
Print floor plan
Prepare signage
2 people
Check stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare shelf-stable food
2 people
Open venue
2 people
Mark off the loading zone
2 people
Set up tables and chairs
6 people
Number exhibitor tables
2 people
Install the power supply
3 people
Cover cables safely
2 people
Set up the entrance desk
2 people
Build the catering point
3 people
Install handwashing stations
2 people
Hang up information signs
2 people
Set up signage
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Check toilets
Conduct a safety check
2 people
Welcome exhibitors
4 people
Register exhibitors
3 people
Inspect animal enclosures
3 people
Give the exhibitor briefing
2 people

Event

Open the entrance
3 people
Welcome visitors
3 people
Check tickets
2 people
Answer audience questions
2 people
Check animal welfare
2 people
Measure temperature and humidity
2 people
Serve catering
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Clean tables in between
2 people
Handle the final announcement
Guide visitors to the exit
3 people

Aftercare

Check out exhibitors
3 people
Final check of animal enclosures
3 people
Clear away catering supplies
2 people
Wash dishes
3 people
Dismantle tables and chairs
6 people
Remove decorations
2 people
Switch off equipment
2 people
Sort and remove waste
3 people
Thoroughly clean the venue
4 people
Collect lost property
Return venue keys
Return rental items
2 people
Store leftover stock
2 people
Record animal incidents
Hand over lost and found items

What to bring

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

Furniture

Exhibitor tablesqty 36
Visitor tablesqty 6
Chairsqty 60
Entrance desk
Catering tablesqty 4
Waste binsqty 8
Waiting postsqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Payment terminalsqty 3
Cash boxesqty 2
Handheld microphonesqty 2
Extension cordsqty 12
Power stripsqty 12
Cable reelsqty 4
Cable traysqty 20
Thermo-hygrometersqty 6
Infrared thermometersqty 3
Flashlightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 6
Conesqty 12
Work glovesqty 12
Safety gogglesqty 6
Transport boxesqty 6
Animal tongsqty 4
Hose hooksqty 4

Decorations

Advertising bannersqty 4
Directional signsqty 12
Information boardsqty 8
Tableclothsqty 40
Name badge holdersqty 40

Lighting

LED lampsqty 12
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Thermos flasksqty 6
Water jugsqty 6
Ice packsqty 24

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm permits and animal welfare requirements before inviting exhibitors. Include the rules in the exhibitor terms and conditions, then allow at least two weeks to collect missing information or corrections.
Build the floor plan around exhibitor tables, visitor tables, catering and clear walkways. Assign table numbers before printing the exhibitor list, badges, map and signage so one late change does not create several conflicting versions.
Check every power-dependent area at least one week before the fair. Count outlets for coffee machines, kettles, food warmers, payment terminals and animal equipment, and prepare extension cords, power strips, cable reels and cable trays where needed.
Prepare animal registration and emergency information before setup day. Print the evacuation plan and contact list, keep first aid kits and fire extinguishers accessible, and mark loading and restricted areas with barrier tape rather than improvising on the morning.
Plan refreshments from the registration numbers, including dietary requirements. Chill drinks and prepare shelf-stable food before doors open; keep separate time for checking cups, plates, cutlery, serving utensils, coolers and waste bins after catering delivery.

Frequently asked questions

How early should I start organising a reptile fair?: Start at least 8 to 12 weeks before the event. Book the venue first, then confirm permits, welfare requirements and exhibitor conditions before sending invitations.
What should exhibitors provide for a reptile fair?: Set a submission deadline at least 2 to 3 weeks before the fair for animal registration and required welfare information. Keep the exhibitor list updated so badges, table numbers and the floor plan match the final participants.
How do I plan the layout for a reptile fair?: Create a draft layout 3 to 4 weeks in advance, with numbered exhibitor tables, visitor areas, catering, the entrance desk and unobstructed routes. Print the final map only after table assignments and power checks are complete.
When should I prepare the venue on reptile fair day?: Open the venue at least 2 to 3 hours before visitors arrive. Use that time to mark the loading zone, place tables and signage, check power, set up registration and chill drinks before the first exhibitor or visitor needs assistance.

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.