Deer Season Opening Week Checklist for Taxidermy Shops

By MountChief Editorial Team|Updated Mar 2026

The first 48 hours of deer season create the bottlenecks that define your entire fall. Shops that walk in unprepared lose jobs to competitors, irritate customers before the relationship even starts, and spend October playing catch-up.

The good news: shops that prepare at least 60 days out open 40% more jobs in the first two weeks of season. Getting ready isn't complicated. It's just a matter of doing the work before the rush, not during it.

TL;DR

The first 48 hours of deer season create the bottlenecks that define your entire fall.
good news: shops that prepare at least 60 days out open 40% more jobs in the first two weeks of season.
Shops that complete this preparation at least 60 days before opener consistently book more jobs in the first two weeks.
The good news: shops that prepare at least 60 days out open 40% more jobs in the first two weeks of season. Getting ready isn't complicated. It's just a matter of doing the work before the rush, not during it.
Set up your intake system at least 60 days before opening day.
This is your systems and setup window. Changes made now take effect without disrupting your workflow. Changes made the week of opener cause chaos.

60+ Days Before Opening Day

This is your systems and setup window. Changes made now take effect without disrupting your workflow. Changes made the week of opener cause chaos.

[ ] Update your pricing for all species and mount types, no surprises at intake
[ ] Set up or update your intake software with current season's tannery pricing
[ ] Configure your customer portal with current expected turnaround timelines
[ ] Update automated milestone notifications, check that texts and emails are triggering correctly
[ ] Contact your tanneries to confirm capacity, pricing, and shipping schedule for the season
[ ] Order all intake supplies: QR tags, labels, zip-lock bags, capes bags, cape wrap
[ ] Review last season's intake records to identify your capacity ceiling

30 Days Before Opening Day

Time to communicate with existing customers and finalize your procedures.

[ ] Send a season announcement to your customer list, remind them you're booking now
[ ] Post updated pricing and policies on your website
[ ] Train any part-time or seasonal intake staff on your intake protocol
[ ] Photograph your intake space and confirm it's organized for high-volume flow
[ ] Brief staff on the photo intake protocol for deer capes
[ ] Set up your deposit collection process, online, in-person, or both
[ ] Prepare written timeline estimates by mount type for your intake forms
[ ] Review your written policies on abandoned mounts, late pickups, and deposits

2 Weeks Before Opening Day

This is your final readiness sprint. If something isn't in place by now, you're racing the calendar.

[ ] Test your intake workflow start to finish with a dummy job
[ ] Confirm tannery pickup schedule and first ship dates
[ ] Verify all intake forms are current and complete, no outdated versions sitting at the counter
[ ] Check QR tag printer and label stock
[ ] Set up your "at capacity" communication plan: know what you'll say and when
[ ] Confirm your social media and Google Business Profile show correct hours and contact info
[ ] Pre-write SMS templates for intake confirmation, tannery shipment, and completion notification
[ ] Set deposit expectations with your bank, large cash deposits during deer season sometimes trigger flags

Opening Week: Day-by-Day Priorities

Day 1-2: High Volume Intake

The first two days of firearms or archery opener are pure intake. Your only job is getting animals processed correctly and customers out the door quickly.

[ ] Confirm every intake has a QR tag attached before the cape leaves your counter
[ ] Collect deposits on every single job, no exceptions
[ ] Confirm expected timeline with each customer verbally and in writing
[ ] Send intake confirmation text or email within 24 hours of each drop-off
[ ] Track everything in your shop management system, not a notebook

Day 3-5: Catch Up and Triage

By mid-week you've got a stack of new jobs and a clearer picture of your volume.

[ ] Ship your first tannery batch, don't let hides sit
[ ] Update job records with tannery shipment dates
[ ] Review your running job count against your capacity ceiling
[ ] If you're approaching capacity, activate your "booking for spring" message
[ ] Send a quick email or post reminding customers of your portal login

Day 6-7: Communication and Review

End the week by looking at what worked and what didn't.

[ ] Verify every intake from the week has complete digital records
[ ] Check that automated customer notifications have been sending correctly
[ ] Reply to any customer messages or questions that came in through the portal
[ ] Review your job queue for any missing deposits or incomplete intake data
[ ] Note any intake workflow gaps to fix for week two

Intake Supplies Checklist

Running out of materials during opening week is completely avoidable.

[ ] QR tags or durable specimen labels (minimum 200 for a medium shop)
[ ] Cape bags (at least 150-200)
[ ] Zip-lock bags (various sizes for skulls, ears, small parts)
[ ] Fine-tip permanent markers
[ ] Receipt/invoice printer paper
[ ] Hand sanitizer and nitrile gloves, customers appreciate it
[ ] Business cards with your portal URL printed on them

Software Setup Checklist

Your deer season management software should be fully configured before day one.

[ ] All pricing updated in your system
[ ] Customer portal active and tested
[ ] SMS/email notifications turned on
[ ] Intake form fields verified for current season requirements
[ ] Staff logins set up and tested
[ ] Tannery contacts added to your system
[ ] Mobile access confirmed on your phone

Customer Communication Prep Checklist

Most opening week chaos isn't physical, it's communication. Get these ready in advance.

[ ] Intake confirmation message template ready to send
[ ] "Your mount is at the tannery" update template written
[ ] Timeline estimate script for intake conversations
[ ] Policy explanation for deposits and what happens if they don't pick up
[ ] Out-of-state hunter communication plan (portal link + shipping details)
[ ] Social media post announcing opening week hours

Deer Season Preparation for Indiana Taxidermy Shops

FAQ

What should a taxidermy shop prepare before deer season?

Before deer season, update your pricing and intake forms, configure your customer portal and automated notifications, contact tanneries to confirm capacity, stock intake supplies, and train any seasonal staff. Shops that complete this preparation at least 60 days before opener consistently book more jobs in the first two weeks.

How many days before deer season should I set up my intake system?

Set up your intake system at least 60 days before opening day. This gives you enough time to test workflows, confirm integrations, train staff, and catch problems before they happen during peak volume. Last-minute software setup during deer season creates errors that are hard to fix under pressure.

What customer communication should I prepare for before deer season?

Prepare a season announcement to existing customers, intake confirmation message templates, milestone update templates for tannery shipment and completion, and a portal login guide for out-of-state hunters. Pre-writing these messages means you send them consistently even when the counter is slammed.

How does this apply to solo taxidermy shops?

The principles in this guide apply to solo shops just as they do to larger operations, though the scale differs. A single-person shop may have lower absolute volume but faces the same documentation, compliance, and customer communication requirements. The practical advice here scales down to any shop size.

What is the most common mistake taxidermists make with deer season first week checklist?

The most common mistake is treating deer season first week checklist as an afterthought rather than building it into the standard workflow from the start. Shops that encounter problems in this area typically did not establish clear processes before season, which means every situation becomes a one-off decision rather than a standard response.

Try These Free Tools

Put these insights into practice with our free calculators and planners:

Sources

National Taxidermists Association (NTA)
US Fish & Wildlife Service
Breakthrough Magazine
State wildlife agencies

Get Started with MountChief

Deer season is the most demanding time of year for any taxidermist, and the shops that handle it best are the ones that prepared before opening day. MountChief gives you fast AI intake, automatic customer portal activation, and tannery tracking so your busiest weeks are also your most organized. Try MountChief before your next deer season opener.