Horse market checklist: what to arrange and when

A horse market needs more than stalls and visitors. You must plan horse spaces, sales locations, traffic flow, animal welfare, exhibitor registrations and on-site communication in the right order. This checklist covers the practical work, from checking permits and assigning spaces to preparing water tubs, hay nets, parking signs, food, cash handling and emergency contacts. Use it to keep the market organised for dealers, exhibitors, visitors, volunteers and the horses themselves.

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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

Check the permit
Finalize the market layout
2 people
Assign horse spaces
2 people
Assign sales locations
2 people
Invite exhibitors
2 people
Invite horse dealers
2 people
Process registrations
2 people
Register horse details
2 people
Collect dietary requirements
Confirm reservations
Publish visitor information
2 people
Distribute the route map
Develop parking plan
2 people
Prepare traffic signs
2 people
Check the animal welfare plan
2 people
Prepare veterinary contact details
Check the weather forecast
Order groceries
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare the cash register
2 people
Lay out cash
Brief volunteers
3 people
Hand out emergency numbers
Inspect the site
3 people
Mark out the site
4 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Set up horse fences
5 people
Set up water stations
3 people
Set up hay and straw areas
3 people
Connect power supply
2 people
Hang lighting
3 people
Hang decorations
3 people
Put up directional signs
2 people
Mark the parking area
3 people
Place waste stations
2 people
Check toilets
2 people
Set up booth displays
6 people
Register horses
3 people
Check the horse stalls
3 people
Set out coffee and tea
2 people
Set up the buffet
3 people
Test the cash register and card terminal
2 people

Event

Position the opening team
4 people
Welcome visitors
4 people
Guide the exhibitors
3 people
Direct horse traffic
4 people
Check horse welfare
3 people
Refill water for the horses
3 people
Replenish hay and straw
2 people
Staff the information desk
2 people
Support sales
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Restock toilets
Keep pathways clear
2 people
Check the lighting
Handle announcements
Register lost property
Escort the last visitors
3 people
Lead the horses out calmly
4 people

Aftercare

Close the register
2 people
Store chilled stock safely
2 people
Clear out stalls
4 people
Take down tents and decorations
5 people
Dismantle horse fences
5 people
Clear tables and chairs
4 people
Collect waste
4 people
Remove manure and straw
4 people
Clean the grounds
4 people
Wash dishes
3 people
Clean equipment
2 people
Remove traffic signs
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftovers safely
2 people
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 6
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Checkout tablesqty 3
Horse fencesqty 40
Hay netsqty 20
Water tubsqty 20
Clothes racksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Food warmersqty 4
Cash machinesqty 2
Extension cordsqty 8
Cable reelsqty 4
Handheld megaphonesqty 2

Lighting

String lightsqty 8
Work lightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 12
Horse postersqty 20
Windsocksqty 6
Stall tableclothsqty 20

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 8
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 8
Coolersqty 4
Serving tongsqty 8
Measuring cupsqty 4

Catering

Water jugsqty 8
Drink dispensersqty 4

Cleaning

Waste binsqty 16
Manure wheelbarrowsqty 4
Pitchforksqty 6
Scoopsqty 6
Broom setsqty 6
Mopsqty 4
Bucketsqty 8
Hand brushesqty 6

Safety

Crowd control barriersqty 20
Traffic conesqty 30
Warning signsqty 20
Reflective vestsqty 20
Flashlightsqty 8
First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12

Administration

Cash boxesqty 3
Price listsqty 30
Registration formsqty 100
Name badgesqty 100
Pensqty 30
Clipboardsqty 10
Wristbandsqty 500
Ride ticketsqty 500

Groceries

Groceries

Tips

Check the permit requirements before confirming exhibitors or publishing visitor information. Build in at least 4–6 weeks for applications, corrections and any conditions attached to the event.
Finalise the layout before assigning horse spaces and sales locations. Mark routes for vehicles and pedestrians, then place horse fences, water tubs and hay nets so every allocated space is clear and accessible.
Collect horse details and dietary requirements during registration, then confirm reservations in writing at least 7 days before the market. This gives you time to correct missing information and adjust catering quantities.
Prepare parking and traffic arrangements before opening day. Put out route maps and traffic signs, and brief volunteers on where to direct horse transporters, visitors and exhibitors.
Set up cash handling and emergency communication before the first arrival. Prepare the cash register and starting cash, test extension cords and cable reels, and give every volunteer the emergency numbers and a clear contact person.

Frequently asked questions

How far in advance should I organise a horse market?: Start planning at least 8–12 weeks before the market. Check the permit first, then confirm the layout, invite exhibitors and horse dealers, process registrations and publish visitor information. Keep the final 7 days for confirmations, weather checks and supply adjustments.
How do I plan horse spaces at a horse market?: Assign each horse space only after registering the horse details and checking the layout. Allow clear access for handlers and transporters, and place horse fences, hay nets and water tubs before opening. Finish the allocation at least 7 days in advance so exhibitors receive accurate instructions.
What should I prepare for horse welfare at a market?: Check the animal welfare plan before the event and prepare veterinary contact details for volunteers and exhibitors. Have water tubs and hay nets ready at the assigned horse spaces, and review the weather forecast 24–48 hours before opening so you can respond to heat, rain or strong wind.
When should I prepare food, drinks and the cash register?: Order groceries several days before the market and pick them up close enough to opening that chilled items remain safe. Chill drinks and prepare snacks on the day before or the morning of the event, depending on the food. Set up the cash register and lay out starting cash before volunteers arrive for their briefing.

Start this plan in Lizzt

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