Horse camping weekend checklist
A horse camping weekend needs more than tents and a route. You must match each horse to a safe camping spot, confirm passes and dietary needs, and prepare fencing, water, feed and manure handling before participants arrive. Use this checklist to work from the first date confirmation through the final reception. It also helps you catch the jobs that are often left too late, such as checking power, preparing hay and marking the route.
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
Draft participant terms and conditions
2 people
Send invitations
Process registrations
Collect dietary requirements
Collect horse information
Assign camping spots
2 people
Make reservations
Share the program and route
Check horse passes
2 people
Check the weather forecast
Finalize shopping list
2 people
Do the shopping
2 people
Check camping gear
2 people
Prepare horse feed
2 people
Bring materials to the venue
3 people
Mark out the venue and route
2 people
Set out the paddocks
3 people
Prepare the stalls and feed stations
3 people
Receive tents and campers
2 people
Set up the party tent and tables
4 people
Connect lighting
2 people
Set up coffee station
2 people
Set up the reception desk
2 people
Event
Receive participants
2 people
Lead horses to paddocks
3 people
Give welcome briefing
2 people
Care for the horses
4 people
Guide the trail ride
4 people
Prepare evening meal
3 people
Serve dinner
3 people
Refill drinks
Facilitate the campfire
2 people
Provide morning coffee and breakfast
3 people
Feed and care for the horses
4 people
Guide the trail ride
4 people
Serve lunch
3 people
Check horses and equipment
3 people
Guide participants at departure
2 people
Aftercare
Take down paddocks
3 people
Take down tents and furniture
4 people
Collect waste
3 people
Clean dishes and kitchen
3 people
Leave the site clean
4 people
Remove horse manure
3 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Handle lost property
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Tablesqty 6
- Folding chairsqty 24
- Beer tablesqty 3
Camping
- Picnic blanketsqty 6
- Barrier tapeqty 4
- Conesqty 12
- Herringqty 80
- Tent peg hammerqty 3
Horse equipment
- Electric fence unitsqty 3
- Electric fence rollsqty 6
- Fencing postsqty 60
- Horse water troughsqty 12
- Feed bowlsqty 12
- Hay netsqty 12
- Cleaning kitsqty 6
- Wheelbarrowsqty 3
- Manure forksqty 4
- Scoopsqty 3
- Water balloonsqty 2
Lighting
- String lightsqty 4
- LED lanternsqty 8
Equipment
- Extension cordsqty 6
- Power stripsqty 4
- Coolersqty 4
- Gas cookersqty 3
- Gas cylindersqty 4
Tableware
- Platesqty 30
- Bowlsqty 30
- Mugsqty 30
- Drinking glassesqty 30
- Cutlery setsqty 30
Kitchen
- Coffee machinesqty 2
- Thermos flasksqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Pansqty 4
- Serving spoonsqty 6
- Frying pansqty 2
Safety
- First aid kitsqty 2
- Fire extinguishersqty 2
- Flashlightsqty 6
- Work glovesqty 8
Cleaning
- Waste binsqty 6
- Broom setsqty 3
- Bucketsqty 6
- Mop setsqty 2
Catering
- Groceries
Tips
- Collect horse information and dietary requirements before assigning camping spots. You need enough detail to place horses safely and prepare suitable feed and water arrangements.
- Check horse passes and the weather forecast several days before departure, then share the confirmed program and route with participants before they travel.
- Inspect electric fence units, fence rolls and posts before loading. Test the setup at the venue rather than discovering a missing connection when horses are already arriving.
- Prepare hay, feed bowls, hay nets, water troughs and cleaning equipment before the first camper checks in. Plan where manure, wheelbarrows and manure forks will be kept so stable areas remain usable.
- Set up lighting, extension cords and power strips before evening. Keep LED lanterns available for horse areas and check that the coffee station, reception desk and party tent can be used without blocking access routes.
Frequently asked questions
- How far in advance should I organise a horse camping weekend?
- Start at least 8 to 12 weeks ahead. Confirm the date and location first, then allow time for invitations, registrations, horse information, reservations and route planning.
- When should I collect horse information from participants?
- Ask for it when registrations open and set a deadline 3 to 4 weeks before the weekend. This gives you time to assign camping spots and prepare fencing, feed and water arrangements.
- How much hay and water should I prepare for a horse camping weekend?
- Calculate feed for every horse for the full stay, then add a reserve for at least one extra feeding period. Prepare a separate water trough for each planned horse group and check access to refills before arrival.
- When should I check the weather forecast for a horse camping weekend?
- Check it 5 to 7 days before the event and again the day before participants arrive. Use the final forecast to confirm shelter, lighting, route conditions and any changes to the program.
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