Shelter Day planning checklist

A Shelter Day needs more coordination than a normal open house: animals, visitors, volunteers, food and safety all share the same space. Start by confirming the date, location and permits, then build the animal list and volunteer rota before sending invitations. In the final week, prepare profiles, presentation materials and visitor rules. On the day, check animal health and enclosures before opening, and keep reception, refreshments and presentations running to 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

Confirm date and location
2 people
Compile the animal list
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Plan animal presentations
2 people
Prepare adoption information
2 people
Make material reservations
Inform the veterinarian
Check permits
Create floor plan
2 people
Assign volunteers
2 people
Instruct animal handlers
2 people
Set visitor rules
2 people
Post promotion online
Print animal profiles
2 people
Prepare name badges
Check stock
2 people
Do the shopping
2 people
Clean animal enclosures
4 people
Check animal health
2 people
Mark animal enclosures
2 people
Chill perishable items
2 people
Prepare materials
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up animal enclosures
4 people
Set up the reception desk
2 people
Set up adoption tables
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up signage
2 people
Test audio and microphone
2 people
Register volunteers
2 people
Give safety instructions
2 people

Event

Welcome visitors
4 people
Register visitors
2 people
Guide animals around
6 people
Conduct adoption interviews
4 people
Handle animal presentations
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check animal enclosures
4 people
Collect waste and tableware
2 people
Supervise animal contact
4 people
Register new adoptions
2 people
See off the last visitors
3 people
Return the animals
4 people
Store supplies safely
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean animal enclosures
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Confirm adoption arrangements
2 people
Process lost and found items
Archive photos and documents
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 60
Reception desk
Animal enclosuresqty 12
Fence panelsqty 24
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving utensilsqty 8
Thermos flasksqty 6
Ice packsqty 12

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 6
Animal postersqty 12
Name badgesqty 80
Directional signsqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Animal supplies

Water tubsqty 16
Feed bowlsqty 16
Drink bottlesqty 8
Leashesqty 12
Animal harnessesqty 8
Transport boxesqty 8
Litter boxesqty 8
Dog poop bagsqty 500
Pet towelsqty 20
Dog brushesqty 4
Cat toysqty 12
Dog toysqty 12
Animal barriersqty 6
Cagesqty 8

Safety

First aid kitsqty 2
Hand sanitizerqty 6
Disposable glovesqty 4
Warning signsqty 8
Flashlightsqty 4

Administration

Clipboardsqty 12
Ballpoint pensqty 30
Printer paperqty 500
Adoption formsqty 80
Visitor stickersqty 150

Cleaning

Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the date, location and permit requirements at least 6–8 weeks ahead. This gives you time to reserve tents, tables, enclosures, speakers and microphones before other events use them.
Close registrations 7 days before Shelter Day and collect dietary requirements at the same time. Print name badges, animal profiles and the final volunteer assignments from the confirmed list.
Prepare the floor plan 3–5 days before the event. Keep animal enclosures away from food service, leave clear visitor routes, and place the reception desk where volunteers can see arrivals immediately.
Brief animal handlers for 30 minutes before opening. Review visitor rules, presentation times, safe handling and what to do if an animal becomes stressed or unwell.
Check power and supplies during setup, not after visitors arrive. Test coffee machines, kettles, speakers and microphones, and keep extension cords, power strips, coolers and ice packs secured and out of walkways.

Frequently asked questions

How far in advance should I plan a Shelter Day?: Begin the main planning 6–8 weeks before the event. Confirm the date and location first, then arrange permits, volunteers, animal information and equipment reservations.
How many volunteers do I need for a Shelter Day?: Use at least one volunteer for reception, one for refreshments, one for each active animal area and one coordinator. Add enough handlers to keep animals supervised during presentations and busy visitor periods.
When should I prepare the animal enclosures and profiles?: Check and clean the enclosures the day before, then inspect animal health again on the morning of the event. Print and place animal profiles after the final animal list is confirmed, ideally 3–5 days ahead.
What should I do on the morning of Shelter Day?: Allow 60–90 minutes for setup and checks before opening. Test the sound system, arrange tables and signs, chill perishable items, place name badges, review visitor rules and brief every volunteer.

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.