Rodent fair checklist: what to arrange and when

A rodent fair needs more than tables and exhibitors. You must confirm the date and room, check permits and animal welfare requirements, and collect accurate animal and table counts before creating the layout. Registrations, participant information, parking details and payment arrangements should be settled before the setup day. Use this checklist to keep the planning sequence clear and make sure the hall is ready 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

Reserve the room
Set the trade fair date
Check permits
Check animal welfare requirements
2 people
Draft participant terms and conditions
2 people
Create registration form
Send invitations
2 people
Announce the fair online
Process registrations
2 people
Record animal counts
2 people
Collect dietary requirements
Create the booth layout
2 people
Confirm participants
2 people
Send the information letter
Report table counts
Share parking information
Print floor plan
Prepare name badges
2 people
Print participant list
Arrange cash
Do the shopping
2 people
Chill drinks
2 people
Set out animal supplies
2 people
Bundle registration materials
Open hall
2 people
Check ventilation
2 people
Clear emergency exits
2 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Set up registration desk
2 people
Set up the animal check-in point
2 people
Set up coffee station
2 people
Check animal enclosures
3 people
Set out drinking water
2 people
Hang decorations
2 people
Place information signs
2 people
Prepare snacks
3 people

Event

Receive participants
4 people
Register exhibitors
3 people
Visually check the animals
2 people
Staff the visitor desk
2 people
Collect admission
2 people
Welcome visitors
2 people
Explain the route to the booths
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check animal water
2 people
Check animal enclosures
2 people
Empty trash bins
2 people
Check toilets
Announce the closing message
Guide the exit
2 people
Ensure animals leave safely
3 people

Aftercare

Close the register
2 people
Check out exhibitors
3 people
Take down tables
4 people
Stack chairs
3 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Switch off equipment
2 people
Gather borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Archive participant information

What to bring

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

Furniture

Tablesqty 24
Chairsqty 45
Bar stoolsqty 4
Changing room screensqty 4
Waste binsqty 8

Animal care

Rodent enclosuresqty 8
Drink cupsqty 20
Food bowlsqty 20
Transport boxesqty 6
Towelsqty 12
Digital scaleqty 2
Animal brushesqty 4
Water jugsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cash boxesqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 8
Walkie-talkiesqty 6
Speaker

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Pliersqty 4

Decorations

Name badgesqty 100
Booth numbersqty 30
Information boardsqty 10
Wayfinding signsqty 8
Tableclothsqty 24
Balloonsqty 100
Balloon pumpqty 2

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 4
Vacuum cleaner
Cleaning glovesqty 8

Safety

Fire extinguishersqty 2
Barrier tapeqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Start with the date, room and compliance checks. Confirm permits and animal welfare requirements before sending invitations, because changes later can affect the participant terms and registration form.
Close registrations early enough to work with reliable numbers. Record animal counts, dietary requirements and table counts before finalising the booth layout and printing the floor plan.
Send the information letter before the fair, including parking instructions and arrival details. Aim to send it at least 7 days in advance so participants can correct missing information.
Prepare animal-care equipment separately from catering supplies. Set out enclosures, transport boxes, water jugs, food bowls, towels and the digital scale in one clearly marked area before opening the hall.
Test the practical systems during setup, not after visitors arrive. Check payment terminals, cash boxes, extension cords, power strips, walkie-talkies and lighting at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organise a rodent fair?: Start at least 8 to 12 weeks before the fair. This gives you time to reserve the room, check permits and animal welfare requirements, open registrations and confirm the final table and animal counts.
When should rodent fair registrations close?: Close registrations at least 10 to 14 days before the event. You need the final numbers to create the booth layout, report table counts, print the participant list and prepare name badges.
How many tables do I need for a rodent fair?: Use the confirmed participant table counts rather than estimating from attendance. Finalise the layout 7 to 10 days before the fair, then keep a small amount of flexible space for late changes or wider enclosures.
When should I set up the animal supplies?: Set out rodent enclosures, water, food bowls, towels and transport boxes during hall setup, preferably 60 to 90 minutes before opening. This leaves time to check that every care station is accessible and fully stocked.

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.