Horse fair planning checklist

A horse fair needs more than exhibitors and demonstrations. You need a clear booth layout, confirmed deliveries, suitable permits and insurance, working payment terminals, and a safe route for visitors and horses. Start by fixing the date and location, then handle exhibitor registration and stall planning before ordering equipment. In the final week, check the forecast, print the floor plan, prepare signage and name badges, and test every powered item. This checklist keeps the work in sequence so the venue can open without last-minute gaps.

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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 date and location
2 people
Contact exhibitors
2 people
Draft participant terms and conditions
2 people
Send invitations
2 people
Publish on social media
Process registrations
2 people
Collect dietary requirements
Create the booth layout
2 people
Plan horse demonstrations
2 people
Coordinate deliveries
Make reservations
Check permits
Check insurance details
Print floor plan
Prepare signage
2 people
Make name badges
2 people
Test payment terminal
Check first aid supplies
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
3 people
Open venue
2 people
Mark booths
3 people
Set up tables
4 people
Set up chairs
3 people
Set up party tents
4 people
Mark off the demonstration ring
4 people
Set up stands
6 people
Hang up decorations
3 people
Set up sound equipment
2 people
Check lighting
2 people
Set up the catering buffet
3 people
Set up registration desk
2 people
Check toilets
Carry out a safety check
2 people

Event

Welcome exhibitors
3 people
Register visitors
3 people
Collect admission
2 people
Inform visitors
2 people
Announce the program
Guide demonstrations
3 people
Supervise pony activities
3 people
Serve catering
3 people
Refill drinks
2 people
Restock the buffet
2 people
Clear away dishes
2 people
Empty trash bins
2 people
Check toilets periodically
Check animal welfare
2 people
Guide the parking lot
2 people
Register lost property
Wrap up the final program item
2 people
See visitors out
3 people

Aftercare

Close the register
2 people
Check out exhibitors
3 people
Dismantle stands
5 people
Dismantle the demonstration ring
4 people
Clear away furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Check materials
2 people
Return rental items
3 people
Clear away leftover stock
2 people
Handle lost and found
Process supplier payments
Send thank-you messages
Share photos with participants

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 24
Tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Clothes racksqty 8
Crowd control barriersqty 40
Conesqty 24
Stoolsqty 10

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 2
Lightingqty 12
Battery chargersqty 4

Decorations

Horse postersqty 20
Buntingqty 12
Fabric table runnersqty 20
Balloonsqty 100
Flower arrangementsqty 8
Directional signsqty 16
Program boardsqty 6

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 3
Serving utensilsqty 12
Coolersqty 4
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 8

Cleaning

Broomsqty 4
Trash binsqty 12
Mopsqty 4
Bucketsqty 4
Hand broomsqty 6
Dustpan and brushqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8
Flashlightsqty 6
Fire extinguishersqty 4
First aid blanketsqty 4

Registration

Registration desk
Name badgesqty 150
Pensqty 30
Clipboardsqty 10
Wristbandsqty 300
Cash boxesqty 2
Payment rollsqty 6

Animal supplies

Horse water troughsqty 8
Hay netsqty 8
Lunge linesqty 4
Horse poop bagsqty 300
Wheelbarrowsqty 2
Pitchforksqty 4
Stable haltersqty 8
Rope rollsqty 4

Catering

Groceries

Tips

Confirm the date, location, permits and insurance before sending invitations. Exhibitor terms and conditions should be ready at the same time, so registrations do not arrive before the practical rules are clear.
Create the booth layout before marking stalls on site. Include market stalls, tables, chairs, barriers and cones, then leave clear routes for deliveries, visitors and horse demonstrations.
Plan demonstrations around the venue schedule and public announcements. Test portable speakers, microphones or a megaphone before opening, and keep battery chargers and extension cords ready for equipment that needs power.
Collect dietary requirements during registration rather than on the event day. Buy snacks and drinks after the numbers are known, then chill drinks and prepare coffee using the available cups, glasses, pots and thermos flasks.
Use the final 24 hours for checks, not major decisions. Review the weather forecast, test payment terminals, check first-aid supplies, print the floor plan, prepare signs and badges, and open the venue with the stall-marking materials already together.

Frequently asked questions

How far in advance should I organise a horse fair?: Start confirming the date, venue, permits and insurance at least 8 to 12 weeks ahead. Contact exhibitors and send invitations once the participant terms and booth information are ready. Reserve the final week for printing, equipment tests and weather-related decisions.
What should I arrange first for a horse fair?: Fix the date and location first, then check permits and insurance details before contacting exhibitors. After that, set the registration process and draft the participant terms so you can collect exhibitor details and dietary requirements consistently.
How do I plan stalls at a horse fair?: Draft the booth layout before ordering or placing furniture. Mark each stall on arrival, print a floor plan for the team, and allow enough space for barriers, cones, deliveries and safe visitor movement around demonstrations.
When should I check the weather for a horse fair?: Check the forecast 48 hours before the fair and again on the morning of the event. Use the result to confirm the use of party tents, lighting and signage, and make sure drinks, equipment and demonstration areas are protected from changing conditions.

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