What you need for a horse race

A horse race needs more than starting gates and a finish arch. You need separate supplies for horses, riders, officials, spectators and the competition area, with backups for anything that can be lost, damaged or used up. Plan water and hay for the full day, then add course markers, bibs, timing equipment, barriers and award materials. This checklist gives you a practical starting point for shopping and packing before race day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
High tablesqty 6
Dressing room tablesqty 2

Sports equipment

Starting gatesqty 2
Finish arch
Course conesqty 30
Crowd control barriersqty 40
Conesqty 24
Bib numbersqty 40
Bib numbersqty 40
Stopwatchesqty 4
Measuring tapesqty 2
Barrier tapeqty 6
Flagsqty 12
Prize trophiesqty 6
Medal ribbonsqty 20
Competition bibsqty 12

Animal care

Water tubsqty 12
Feed bowlsqty 12
Hay netsqty 12
Haltersqty 12
Rope linesqty 12
Cleaning kitsqty 6
Wheelbarrowsqty 3
Manure forksqty 4
Hay balesqty 30
Hay balesqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency exit signsqty 6
Warning signsqty 12
Safety vestsqty 12
Flashlightsqty 6

Equipment

Microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6
Cash boxesqty 2
Laptopsqty 2
Printersqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Storage binsqty 12

Cleaning

Waste binsqty 8
Mop setsqty 2
Broomsqty 4
Spongesqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Mixed lettuce - 3 kilos
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Herb cream cheese - 2 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Eggs - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Olives - 2 kilos
- Pickles - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Snack nuts - 6 bags
- Salted breadsticks - 6 bags
- Cookies - 8 packs
- Muesli bars - 80 pieces
- Chocolate bars - 40 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 2 kilos
- Whipped cream - 6 cans
- Ice cubes - 20 kilo
- Horse feed pellets - 4 bags
- Hay - 10 bales
- Apple pieces for horses - 10 kilos
- Carrots for Horses - 15 kilos
- Salt - 2 kilos
- Trash bags - 5 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Disinfectant - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Paper napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Coffee filters - 200 pieces
- Wooden stirrers - 300 pieces
- Toothpicks - 200 pieces

Tips

Plan at least one water tub and one feed bowl for every stable space, plus a few extras for shared areas. Refill and inspect them before the first horses arrive.
Buy hay for the full event day and keep reserve bales under cover. A second feeding window is easy to overlook when arrivals, heats and awards run late.
Prepare one bib or number for every registered rider or horse, then add at least 10% spares. Keep the spare numbers, safety pins and markers together at registration.
Count the course cones, flags and barrier tape against the final route, not an earlier draft. Pack extra cones and tape because entrances, crossings and spectator areas often need last-minute changes.
Set aside cleaning kits, wheelbarrows and manure forks before the venue opens. One cleaning station per stable or holding area keeps manure and used bedding from becoming a race-day bottleneck.

Frequently asked questions

How much hay do I need for a horse race?: Allow enough hay for every horse for the complete day, including a reserve for delays. As a practical starting point, plan one additional feeding portion per horse and keep the bales dry and accessible.
How many horse water tubs should I buy?: Plan one water tub per horse space or stable area, with at least two spare tubs for busy periods or contamination. Check the total again after confirming the horse list and stable allocation.
How many race bibs and numbers do I need?: Prepare one bib or number for each registered participant and keep at least 10% extra. If you have 50 participants, pack 55 numbers so damaged, missing or late replacements do not delay the start.
When should I buy horse race supplies?: Buy durable equipment and award materials at least 2 to 4 weeks before the event. Purchase hay, feed and other consumables shortly before the race, then check quantities again 2 days before opening.

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