Horse Fair Checklist and Planning Guide

A horse fair involves more than booking a venue and inviting exhibitors. You need a clear sequence for registrations, exhibitor pitches, visitor information, catering, equipment and venue setup. Start by confirming the date and location, then build the exhibitor list and floor plan before ordering materials. Close visitor registration early enough to print badges and lists, and leave time to check power, walkways and transport on setup day. This checklist keeps the work in order from first arrangements to opening the registration desk.

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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 location and date
Contact exhibitors
2 people
Open registration form
Send invitations
2 people
Publish trade fair information
Process registrations
2 people
Assign pitch locations
2 people
Confirm exhibitors
Collect dietary requirements
Make reservations
Close Visitor Registration
Print exhibitor list
Prepare name badges
2 people
Print floor plan
Check the shopping list
Do the shopping
2 people
Prepare promotional materials
Bring materials to the venue
3 people
Open venue
2 people
Brief the setup team
Set up tables and chairs
4 people
Set up booth walls
4 people
Hang up stand numbers
2 people
Clear the walkways
2 people
Set up the registration desk
2 people
Prepare registration materials
2 people
Lay out name badges
Set up signage
2 people
Check the lighting
2 people
Check power outlets
2 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Check toilets
Place waste stations
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people
Conduct final safety check
2 people

Event

Open the entrance
3 people
Register visitors
3 people
Welcome visitors
2 people
Support exhibitors
2 people
Hand out maps
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty waste stations
2 people
Check the Toilets in Between
Check stock
Answer visitor questions
2 people
Make closing announcement
Guide the exit
2 people
Check out exhibitors
2 people

Aftercare

Dismantle booth materials
4 people
Gather tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Clean coffee station
2 people
Clean the floors
3 people
Clean the restrooms
2 people
Collect lost and found items
Conduct the final venue check
2 people
Return materials
3 people
Return borrowed items
2 people
Clean up leftovers
2 people
Follow up with exhibitors
Follow up with visitors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 70
Information desk
Stoolsqty 8
Clothes racksqty 4
Waste binsqty 8
Coat racksqty 2
Transport cartsqty 2
Display wallsqty 16
Tableclothsqty 24
Display racksqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Laptopsqty 2
Printers
Payment terminalsqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Lighting

LED string lightsqty 6
LED work lightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 80
Cutlery setsqty 80
Pitcherqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving traysqty 6
Storage binsqty 12
Coolersqty 4

Decorations

Horse postersqty 12
Buntingqty 8
Decorative hay balesqty 6
Flower arrangementsqty 6
Table signsqty 24
Name badgesqty 120
Wristbandsqty 300
Directional signsqty 12
Booth numbersqty 24
Clipboardsqty 6
Markersqty 12
Ballpoint pensqty 50
Rolls of tapeqty 12
Scissorsqty 6
Rope rollsqty 4
Printer paperqty 3

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Catering

Groceries

Tips

Confirm the venue, date and exhibitor requirements before opening registration. Ask exhibitors about pitch size, access times and dietary requirements so reservations and the floor plan are based on real numbers.
Close visitor registration early enough to print name badges and the exhibitor list. Allow at least 2–3 working days for processing registrations, correcting details and preparing the registration desk.
Create the floor plan before assigning pitch locations. Mark tables, display walls, walkways, information points and power access so extension cords and cable trays do not end up blocking visitors.
Schedule a separate delivery and setup window before doors open. Tables, chairs, booth walls, stand numbers, display racks and promotional materials should arrive before the setup team briefing, not during visitor arrival.
Test practical equipment on site before opening: printers, laptops, payment terminals, coffee machines and kettles. Check every cable connection, empty waste bins and walk the full route with a flashlight or work light if setup continues after dark.

Frequently asked questions

How far in advance should I organise a horse fair?: Start planning at least 8–12 weeks before the fair. Confirm the venue and date first, then allow several weeks for exhibitor confirmations, visitor registration, reservations, printing and equipment checks.
When should horse fair visitor registration close?: Close registration 2–3 working days before the event if you need printed badges and visitor lists. For a larger fair, close it 5–7 days ahead so you have time to process late changes and prepare the registration desk.
How do I plan exhibitor pitches for a horse fair?: Create the floor plan after confirming each exhibitor’s pitch requirements and access needs. Leave clear walkways and assign locations at least 1 week before the event, then send the final pitch information to exhibitors.
What equipment should I check before a horse fair opens?: Check laptops, printers, payment terminals, coffee machines, kettles and all power connections during setup. Complete the test at least 2 hours before opening so faults can be fixed without visitors waiting at registration.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.