What you need for a horse pasture day

A horse pasture day needs more than food and folding chairs. Visitors need clear routes, safe viewing areas, shade, toilets and signs, while the horses need water, hay and clean, well-marked spaces. This shopping list helps you prepare for demonstrations, grooming activities and driving or walking routes without last-minute trips to the store. Check quantities against your visitor list, the number of horses and the length of the programme before buying or borrowing anything.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Bar stoolsqty 6
Tableclothsqty 10

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Wine glassesqty 50
Cutlery setsqty 100
Serving spoonsqty 10

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Barbecueqty 2
Gas cylindersqty 3

Equipment

Kettlesqty 2
Coffee machinesqty 2
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Buntingqty 8
Welcome sign
Program boardsqty 4
Table numbersqty 10

Sports equipment

Jump obstaclesqty 4
Conesqty 20
Barrier tapeqty 4

Animal supplies

Water tubsqty 8
Hay netsqty 6
Hayqty 4
Feed bowlsqty 8
Haltersqty 8
Lunge linesqty 4
Haltersqty 8
Cleaning kitsqty 6
Bristle brushesqty 12
Hoof pickersqty 8
Saddle padsqty 4
Horse clippersqty 2
Feed scoopsqty 4
Wheelbarrowsqty 3
Manure forksqty 4
Buckets of waterqty 8
Saddlesqty 2
Safety capsqty 6
Reflective blanketsqty 4

Cleaning

Bucketsqty 6
Spongesqty 12
Dish brushesqty 4
Broom setsqty 3
Floor squeegeesqty 2
Waste binsqty 8
Toilet brushesqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8
Flashlightsqty 4
Traffic conesqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Hamburger buns - 80 pieces
- Vegetarian sandwiches - 20 pieces
- Hamburgers - 60 pieces
- Vegetarian burgers - 20 pieces
- Chicken skewers - 40 pieces
- Corn on the cob - 30 pieces
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed salad - 5 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Red onions - 2 kilograms
- Peppers - 3 kilograms
- Corn - 12 cans
- Pickles - 4 jars
- Grated cheese - 3 kilogram
- Cheddar slices - 3 kilograms
- Hamburger sauce - 4 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 1 jar
- Chili powder - 1 jar
- Butter - 1 kilogram
- Herb butter - 2 kilograms
- Peanut sauce - 3 jars
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Savory nuts - 6 bags
- Olives - 6 jars
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Watermelons - 4 pieces
- Cookies - 8 packs
- Brownies - 6 boxes
- Whipping cream - 8 spray cans
- Lemons - 2 kilograms
- Horse treats - 5 kilograms
- Mineral salt for horses - 2 salt licks
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Napkins - 300 pieces
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Barbecue fire starters - 4 boxes
- Charcoal - 6 bags
- Trash bags - 4 rolls
- Freezer bags - 2 boxes
- Storage containers - 30 pieces

Tips

Plan at least one seat per expected visitor, then add 10% extra for demonstrations that attract a crowd. Use separate tables for food service, registration and horse-care demonstrations so equipment does not get mixed.
For drinks, allow two to three servings per person during the first hour and about one serving per person for each following hour. Bring coolers for cold drinks and thermos flasks for coffee or tea rather than relying on indoor power.
Count one reusable cup, plate, bowl and cutlery set per guest, plus 10% spare. Serving spoons, platters and trays are easy to overlook, especially when food is served outdoors and the buffet is far from the preparation area.
Prepare power equipment before delivery day: check the available supply, then bring extension cords and power strips long enough to keep cables away from walking routes. Pack LED lanterns and string lights even for a daytime event because stables and covered areas can be dark.
Buy or borrow safety items before setting up the pasture: audience barriers, warning signs and a clearly visible welcome sign. Leave enough time for a final fence inspection and remove unsafe plants before visitors and horses share the area.

Frequently asked questions

How much seating do I need for a horse pasture day?: Start with one chair per expected visitor and add 10% spare. For 80 visitors, that means 88 chairs; keep some space open near demonstrations and routes rather than filling every area.
How many drinks should I buy for a horse pasture day?: Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. For 50 guests and a three-hour programme, plan roughly 200 to 250 servings, including a small spare amount.
What should I bring for serving food outdoors?: Bring one reusable plate, bowl, cup and cutlery set per guest, plus 10% extra. For 50 people, pack at least 55 of each basic item, along with serving spoons, platters, trays, coolers and thermos flasks.
When should I check the horse pasture before the event?: Do a full inspection at least one week before the horse pasture day, then repeat it on the day before setup. Check the fence, remove unsafe plants, mow access paths and confirm that obstacles and barriers are safe before visitors arrive.

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