5 Tips for Choosing a Big Adoption Event Location

Thinking about holding a large-scale adoption event? Choosing where to have it should be at the top of your event-planning checklist.

Consider these tips from your colleagues who've found ways to maximize visibility, safety and comfort for animals and people at their successful large-scale events.

Choose Onsite or Away

• Successful mega adoption events can be done both onsite and off. There is value in both options, so when weighing pros and cons, keep in mind that events held at the shelter require fewer resources.
• The main purpose of a mega adoption event is to find loving homes for as many animals as possible, but you may have additional goals that can inform your decision about where to hold the event. For example, if you're looking to increase awareness of your shelter's location, having the event onsite might be your best bet.
• If you’re looking to draw a huge crowd and bring in a lot of collaborative agencies, an offsite location may be best.
• An onsite event allows potential adopters to look at all animals—even those on stray hold—who might not be seen by the public if the event was held offsite.
• Determine if there are ordinances or restrictions you need to consider for offsite locations. Check your local and state ordinances, as well as any landlord restrictions, before choosing a location. 

More questions to consider when deciding on a location:

• Can you physically transport all animals and materials that need to be at the offsite location, and then keep them secure?
• Can you keep your regular shelter staffed and running properly during an offsite event?
• Will the offsite adoption process be different than at the shelter? How will you handle all of the animals' information and vaccination history?
• Is there adequate space and areas to step away when dogs need a break from the crowd and commotion?

Pick a Great Space

Event organizers agree that the physical space should have certain key elements to accommodate a large number of animals, staff, volunteers and potential adopters. Ideally, this means the space will include:

• Plenty of free parking
• Access to Internet, running water and electricity
• Enough room so that dogs and cats can be physically separated
• Separate rooms/areas for meet-and-greets
• A break room/area stocked with food and beverages for staff and volunteers

Look for Easy Access

Foot traffic is one of the top factors to consider when hosting a large-scale event—so make it easy for people to find and get to you.

• Don't feel pressured to automatically agree to hold your event at a business just because the people there express an interest in collaborating with you. The business may be counting on you to bring in the foot traffic rather than vice-versa.
• Assuming a business or organization meets the physical needs of your event, consider what marketing value it can bring to the table. If the business or organization has a large social media following, and/or is willing to put advertising dollars toward your event, that will also increase your foot traffic.
• Many shelters choose locations with recognizable landmarks nearby.
• Accessibility to major roads is also important for maximizing crowds. And it's worthwhile to consider the location's access to public transportation since some people—including your volunteers—may need that option.
• If the event location selected is open to the public and dog-friendly (i.e., event attendees are welcomed to bring their own dogs), make sure it is clearly communicated if you want to avoid shelter dogs interacting with public dogs or ensure there’s space to pull shelter dogs off to avoid any potential altercations.

Consider Multiple Locations

Some shelters find that holding the event at multiple locations increases visibility and accessibility, while other shelters think having multiple sites spreads resources too thin.

• Right-size your approach based on available funding, resources and peoplepower. For example, if your organization serves a very large area or population where it would be inconvenient for residents to drive to just one location from where they live, multiple locations may make sense.
• If you do have multiple locations, set up each location as its own event with specific people dedicated to each location.
• To prevent frustrated adopters, ensure that you communicate which animals will be at which location so community members know where to find the animals they want.

Factor in Safety & Timing

• It's crucial to keep animals safe and secure at the event, which includes maintaining appropriate housing, temperatures and noise levels. Therefore, consider skipping a location with great foot traffic and visibility if it will compromise the safety and security of the animals.
• Even a great location can't overcome bad timing. To avoid conflicts, make sure you consider the season (weather and holidays), local construction and conflicting events before scheduling your event.
• Communicate with the event host ahead of time and collectively agree that the animals’ overall health and well-being will be prioritized, and, if deemed necessary, animal handlers reserve the right to depart earlier than the event end time.

More Lifesaving Resources

• Tips for Big Adoption Events
• Finding Funds for Big Adoption Events
• Preparing Animals for a Big Adoption Event