Wildlife count checklist: what to arrange and when

A wildlife count depends on more than binoculars and volunteers. You need confirmed routes, trained teams, reliable communication and a clear way to record every observation. Start with the venue and site manager, then build the count around route reconnaissance, safety checks and participant numbers. In the final week, print maps and tally forms, check and charge equipment, prepare the briefing, and organize warm food and drinks for the return. This checklist keeps those steps in a practical order.

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 venue
Contact the site manager
Coordinate counts and routes
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Carry out route reconnaissance
2 people
Set up observation points
2 people
Check safety risks
2 people
Check the weather forecast
Finalize the participant list
Assign teams and routes
2 people
Print route maps
Print count forms
Prepare briefing
Do the shopping
2 people
Collect materials
2 people
Check binoculars
2 people
Charge flashlights
Charge walkie-talkies
Assemble observation kits
3 people
Prepare name badges
Chill drinks
2 people
Prepare soup
2 people
Clean the venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering
3 people
Set up lighting
2 people
Put up route signs
2 people
Prepare safety equipment

Event

Receive participants
3 people
Register participants
2 people
Hand out name badges
Serve coffee and tea
2 people
Explain counting and conduct
2 people
Distribute teams and materials
3 people
Explain routes and safety rules
2 people
Guide teams to their routes
4 people
Conduct the first observation round
20 people
Collect forms halfway through
2 people
Serve soup and bread
3 people
Refill drinks
2 people
Carry out a second observation round
20 people
Receive teams
3 people
Collect tally forms
2 people
Combine the results
3 people
Present the brief results

Aftercare

Collect materials
3 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Remove lighting and cables
2 people
Let materials dry
2 people
Return materials
2 people
Enter the results digitally
2 people
Inform participants of the results

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 45
Coat rack

Tableware

Reusable mugsqty 50
Reusable bowlsqty 50
Reusable spoonsqty 50
Reusable knivesqty 50
Reusable forksqty 50
Serving spoonsqty 6

Equipment

Binocularsqty 20
Walkie-talkiesqty 8
Power banksqty 10
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Clipboardsqty 25
Waterproof foldersqty 25
Backpacksqty 20
Digital thermometersqty 2

Lighting

Headlampsqty 45
LED lanternsqty 8
Extension cordsqty 4

Safety

Safety vestsqty 45
First aid kitsqty 2
Wire stripper setsqty 10

Registration

Route mapsqty 25
Tally formsqty 75
Pensqty 50
Name badgesqty 50
Clipboardsqty 4

Decorations

Route signsqty 12
Tableclothsqty 4

Kitchen

Soup bowlsqty 4
Soup ladlesqty 4
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Reconnoitre every route before assigning teams. Mark observation points, access issues and safety risks, then keep a backup route ready in case weather or site conditions change.
Close registrations before printing materials. Once the participant list is final, assign teams and routes, print one route map and tally form per team, and prepare a few spare sets.
Check technical equipment at least 24 hours before the count. Test binoculars, walkie-talkies and headlamps, and charge every radio, flashlight and power bank rather than relying on last-minute charging.
Prepare for wet and cold fieldwork, not just the forecast. Put maps and count forms in waterproof folders, provide safety vests and first aid kits, and use backpacks so teams can carry supplies hands-free.
Set a clear return routine for the end of the count. Reserve enough tables and chairs for registration and the briefing, chill drinks, prepare soup and collect every clipboard and tally form before results are combined.

Frequently asked questions

How early should I start organizing a wildlife count?: Start at least 6 to 8 weeks before the count. Reserve the venue, contact the site manager and coordinate routes first; invitations and registration can follow once the basic plan is confirmed.
When should wildlife count routes be checked?: Carry out route reconnaissance 2 to 3 weeks before the event, then review the routes again during the final week. This gives you time to change observation points or team assignments if access or safety conditions have changed.
How many route maps and tally forms do I need?: Prepare one complete set for every assigned team, plus at least 2 spare sets. Print them after the participant list and routes are final, ideally 2 to 3 days before the count.
When should I check the weather and charge the equipment?: Check the forecast 48 hours before the count and again on the day itself. Test binoculars and communication equipment and charge walkie-talkies, headlamps and power banks no later than the evening before.

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.