Reptile show checklist: what to arrange and when

A reptile show needs more than exhibitors and display animals. You must confirm the venue, permits and animal welfare requirements early, then coordinate registration, demonstrations, volunteers and equipment. The final week is mainly about checking the animal list, temperature plans, printed information and transport arrangements. On the day, allow time for terrariums, lamps, thermometers, cables, registration and clear visitor routes before doors open.

Organize this event for free with Lizzt

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
2 people
Check permits
Check animal welfare requirements
2 people
Contact exhibitors
2 people
Document demonstrations
2 people
Make reservations
Send invitations
2 people
Open online registrations
Place promotion
2 people
Send exhibitor information
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the program
Make name badges
2 people
Check the animal list
2 people
Check temperature plans
2 people
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Inspect venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up terrariums
4 people
Set up terrariums
4 people
Install heat lamps
3 people
Measure temperatures
2 people
Let the animals settle in calmly
3 people
Hang up information boards
2 people
Place route signs
2 people
Set up registration desk
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Distribute wristbands
2 people
Welcome visitors
2 people
Guide tours
3 people
Arrange the animal presentation
2 people
Supervise children's activity
2 people
Answer questions at the terrariums
3 people
Supervise animals
3 people
Supervise animal contact
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Check toilets
Monitor animals' rest periods
2 people
Inform last visitors
2 people
See visitors out
2 people

Aftercare

Return the animals
4 people
Check animal enclosures
2 people
Securely close the terrariums
3 people
Clean up catering
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the venue
3 people
Inventory materials
2 people
Return materials
2 people
Clear away leftover food

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Folding chairs for exhibitorsqty 20
Queue postsqty 6

Equipment

Terrariumsqty 18
Transport boxesqty 12
Heat lampsqty 18
UVB lampsqty 12
Thermometersqty 18
Hygrometersqty 12
Power stripsqty 12
Extension cordsqty 10
Cable traysqty 20
Coolersqty 4
Mobile card machine

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving traysqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Tea glassesqty 50

Decorations

Info boardsqty 24
Program postersqty 8
Directional signsqty 12
Tableclothsqty 12
Name badgesqty 40
Entry wristbandsqty 250
Arrow tapeqty 6

Animal supplies

Sheltersqty 24
Water tubsqty 24
Feed bowlsqty 18
Substrate traysqty 12
Towelsqty 30
Reptile netsqty 4
Disinfectable glovesqty 100
Handwash sinksqty 3
Disinfection matsqty 4

Safety

Crowd control barriersqty 12
Warning signsqty 12
Fire extinguishersqty 2
First aid kitsqty 2

Lighting

LED work lightsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, date and permit requirements before contacting exhibitors. Aim to have the basic location and compliance checks settled at least 8 weeks before the show.
Ask exhibitors for their animal list, demonstration details and information needs no later than 2 weeks before the event. Use the final list to check terrarium sizes, transport boxes, heat lamps and UVB lamps.
Create a temperature plan for every animal area, including who checks thermometers and hygrometers and when. Complete the first check during setup, then repeat it before visitors enter and during the show.
Keep registration separate from the busiest display area. Set up the registration desk, name badges, queue posts and directional signs before opening, and print extra programs for late registrations.
Test every power strip, extension cord and cable tray with the terrariums, heat lamps and UVB lamps connected. Do this before animals arrive, because moving live displays after setup creates unnecessary delays and risks.

Frequently asked questions

How far in advance should I organize a reptile show?: Start planning at least 8 weeks ahead. Confirm the date and venue first, then check permits and animal welfare requirements before exhibitors and visitors are invited.
What should I check before reptile exhibitors arrive?: Check the animal list, transport boxes, terrariums, temperature plans and electrical equipment before arrival. Complete the venue inspection and power test at least 2 hours before opening.
How many volunteers do I need for a reptile show?: Assign at least one person to registration, one to visitor flow and one to monitor the animal areas for each busy time block. Add more volunteers if demonstrations and registration run at the same time.
When should I send reptile show information to exhibitors?: Send exhibitor information at least 2 weeks before the show, including arrival instructions, table arrangements, demonstration timing, animal requirements and the final setup schedule.

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.