Horse market checklist: plan the day without last-minute gaps

A horse market needs more than stalls and sales tables. You need confirmed exhibitors, horse registrations, parking, visitor directions, animal welfare arrangements, and a clear layout before setup begins. This checklist puts the work in a practical order, from confirming the date and sales terms to checking the grounds, signs, drinks, and registration materials. Use it to see what must be decided early and what can wait until the final week.

Organize this event for free with Lizzt

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
Set sales terms
2 people
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign stalls
2 people
Assign horse stalls
2 people
Arrange parking spaces
2 people
Make reservations
Prepare directions
Create floor plan
2 people
Publish visitor information
Check the exhibitor list
2 people
Check animal registrations
2 people
Collect emergency contacts
Check the weather forecast
Send confirmation
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare registration forms
Inspect the grounds
3 people
Set up traffic signs
3 people
Build party tents
6 people
Set up booth tables
4 people
Set up crowd-control barriers
4 people
Set up horse stalls
6 people
Set up drinking stations
3 people
Set out hay and straw
3 people
Check power supply
2 people
Hang lighting
3 people
Hang up decorations
3 people
Put up directional signs
2 people
Set up the cash register
2 people
Set up information table
2 people
Build the catering buffet
4 people
Prepare snacks
4 people
Prepare coffee and tea
2 people

Event

Welcome exhibitors
4 people
Safely guide horses
4 people
Register attendance
2 people
Welcome visitors
4 people
Explain the program
Staff the cash register
2 people
Staff the information desk
2 people
Support exhibitors
2 people
Direct horse traffic
3 people
Check animal welfare
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Water the horses
3 people
Refill straw
2 people
Do site rounds
2 people
Announce final sales
See visitors out
4 people
Guide horses back
4 people

Aftercare

Close the register
2 people
Clean up catering
4 people
Wash dishes
3 people
Clean horse stalls
5 people
Collect waste
4 people
Clear tables and chairs
5 people
Dismantle barricades
4 people
Dismantle horse stalls
5 people
Take down tents
6 people
Clean the grounds
5 people
Remove lighting
3 people
Remove signposts
2 people
Clean materials
4 people
Store materials
4 people
Return materials
3 people
Sort lost and found
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 18
Folding chairsqty 80
Beer tablesqty 10
Stoolsqty 20
Cash desk table
Information desk
Clothes racksqty 6
High tablesqty 8
Tableclothsqty 24
Horse stallsqty 12
Saddle racksqty 8
Hay racksqty 12
Water tubsqty 12
Crowd control barriersqty 40
Crowd barriersqty 30
Conesqty 30
Parasolsqty 6

Tableware

Reusable cupsqty 500
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 250
Cutlery setsqty 250
Serving traysqty 20
Small bowlsqty 30

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Refrigeratorsqty 2
Cash machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Flashlightsqty 8
Megaphone

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Serving tongsqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 8
Ice packsqty 30
Jerry cansqty 6

Decorations

Buntingqty 12
Market chalkboardsqty 10
Directional signsqty 18
Program postersqty 20
Stand number signsqty 24

Lighting

String lightsqty 10
LED lampsqty 12
Batteriesqty 40

Cleaning

Waste binsqty 18
Mop setsqty 4
Broom setsqty 6
Hoesqty 4
Scoopsqty 6
Dung cartsqty 3
Poop scoopsqty 4

Catering

Groceries

Tips

Confirm the date and location before inviting exhibitors, then publish the sales terms with the invitation. This prevents repeated questions about registration, stall allocation, and what each seller must bring.
Set a firm registration deadline at least 7 days before the market. Use the final list to assign market stalls and horse stalls, check animal registrations, collect emergency contacts, and record dietary requirements.
Create the floor plan before arranging furniture on site. Mark the information desk, cash desk, market tables, horse stalls, parking spaces, traffic routes, barriers, and cones so visitors and horses do not share unclear paths.
Prepare visitor information and directions no later than 3 days before opening. Include the parking arrangement, entrance, registration point, stall layout, and any instructions exhibitors need when they arrive.
Do the final supply check during the week before the market, not on the morning itself. Count tables, chairs, horse stalls, saddle racks, hay racks, water tubs, reusable cups, serving equipment, coffee machines, kettles, coolers, and cash machines, then chill drinks when setup begins.

Frequently asked questions

How far in advance should I invite exhibitors to a horse market?: Send invitations 6 to 8 weeks before the market if you need enough time to process registrations and assign stalls. Set the registration deadline at least 7 days before the event so the exhibitor list and horse registrations can be checked.
When should horse stalls and market stalls be assigned?: Assign both types of stalls after registrations close, usually 7 to 10 days before the market. Keep a final version of the layout for the information desk and send confirmation to each exhibitor before setup day.
What should I check the day before a horse market?: Inspect the grounds, confirm parking spaces, review the weather forecast, check traffic signs and barriers, and compare the shopping list with the supplies on hand. Also prepare registration forms and verify the final exhibitor and animal lists.
How much time is needed to set up a horse market?: Allow at least 3 to 4 hours for setup, depending on the number of horse stalls, tables, signs, and barriers. Set up the traffic route and animal areas first, then the registration, sales, refreshment, and visitor-information points.

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.