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What you need for a horse riding tour

A horse riding tour needs more than horses and a route. You will need safety equipment for every rider, water for the trail, coolers and ice packs, plus everything for registration, refreshments and dinner. Count one helmet and one safety vest per rider, and keep spare equipment available in case a size does not fit. This shopping list also covers the reception table, catering setup and small items that are often arranged too late, such as chargers, extension cords and flashlights.

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What to bring

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

Furniture

  • Foldable tablesqty 6
  • Folding chairsqty 24
  • Beer benchesqty 4
  • Clothing rack
  • Tableclothsqty 6

Tableware

  • Dinner platesqty 24
  • Dessert platesqty 24
  • Drinking glassesqty 30
  • Coffee cupsqty 24
  • Cutlery setsqty 30
  • Serving spoonsqty 6

Kitchen

  • Thermos flasksqty 4
  • Cutting boardsqty 3
  • Chef’s knives and bread knivesqty 4
  • Serving plattersqty 8
  • Serving traysqty 4
  • Coolersqty 4
  • Ice packsqty 16

Equipment

  • Kettleqty 2
  • Coffee makerqty 2
  • Extension cordsqty 3
  • Walkie-talkiesqty 4
  • Mobile phone chargersqty 4

Sports equipment

  • Riding helmetsqty 24
  • Safety vestsqty 24
  • Cleaning kitsqty 4
  • Haltersqty 24
  • Lunge linesqty 24
  • Flashlightsqty 6
  • Water bottlesqty 24

Safety

  • First aid kit
  • Cold packsqty 4
  • Emergency blanketsqty 4
  • Emergency blanketsqty 4

Decorations

  • Welcome sign
  • Route arrowsqty 8
  • Buntingqty 4

Lighting

  • LED lampsqty 6
  • String lightsqty 3

Cleaning

  • Waste binsqty 4
  • Broom and dustpanqty 2
  • Mop and bucketqty 2
  • Hand soap dispensersqty 3

Catering

  • Groceries
    • Coffee - 2 packs
    • Tea - 2 boxes
    • Sugar - 1 kilo
    • Milk - 6 liters
    • Oat milk - 3 liters
    • Cola - 6 bottles
    • Cola Zero - 6 bottles
    • Sinas - 4 bottles
    • Ice tea - 4 bottles
    • Spa Blauw - 8 bottles
    • Spa Red - 4 bottles
    • Alcohol-free beer - 2 crates
    • White beer - 2 crates
    • White wine - 6 bottles
    • Red wine - 4 bottles
    • Apple juice - 4 liter
    • Orange juice - 4 liters
    • Baguettes - 10 pieces
    • Whole grain bread - 4 loaves
    • Butter - 500 grams
    • Hummus - 6 tubs
    • Herb cream cheese - 6 tubs
    • Young cheese - 1,5 kilo
    • Smoked chicken breast - 1 kilo
    • Tomatoes - 2 kilos
    • Cucumbers - 6 pieces
    • Arugula - 6 bags
    • Bell peppers - 12 pieces
    • Red onions - 1 kilo
    • Potatoes - 5 kilos
    • Chicken thighs - 4 kilos
    • Vegetarian burgers - 12 pieces
    • Grilled vegetables - 3 kilos
    • Pasta salad - 3 kilos
    • Green salad - 3 kilos
    • Feta salad - 2 kilo
    • Garlic sauce - 3 bottles
    • Barbecue sauce - 3 bottles
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Olive oil - 1 liter
    • Salt - 1 pack
    • Pepper - 1 jar
    • Paprika powder - 1 jar
    • Italian herbs - 1 jar
    • Apples - 30 pieces
    • Bananas - 20 pieces
    • Grapes - 3 kilos
    • Paprika chips - 6 bags
    • Plain chips - 6 bags
    • Nut mix - 2 kilo
    • Cookies - 6 packs
    • Brownies - 30 pieces
    • Napkins - 200 pieces
    • Paper cups - 50 pieces
    • Aluminum foil - 2 rolls
    • Cling film - 2 rolls
    • Paper towels - 6 rolls
    • Toilet paper - 24 rolls
    • Trash bags - 40 pieces
    • Dish soap - 2 bottles
    • All-purpose cleaner - 2 bottles
    • Disinfectant wipes - 4 packs
    • Hand gel - 4 bottles

Tips

  • Pack one riding helmet and one safety vest for every participant, plus at least 2 spare helmets in common sizes. Check the equipment before guests arrive, not when the first riders are mounting.
  • Plan at least 1 water bottle per rider for the tour and bring extra drinking water for the reception. Fill the coolers before departure and use enough ice packs to keep drinks cold for the full outing.
  • For the meal, count 1 dinner plate, 1 dessert plate, 1 drinking glass and 1 cutlery set per guest, with 10% extra. Add serving spoons, platters and trays so food can be served without borrowing kitchen equipment.
  • Bring 1 walkie-talkie for each key organiser or riding group, and charge all phones before check-in. Pack mobile phone chargers and extension cords where the reception table or coffee station will be set up.
  • Do not leave the practical trail kit until the last minute: pack halters, lunge lines, cleaning kits and flashlights at least 1 day ahead. Flashlights are useful if riders return late or the weather backup plan changes.

Frequently asked questions

What do I need to bring to a horse riding tour?
Bring a riding helmet, safety vest, water bottle and suitable riding clothing for each participant. The organiser should also have spare helmets, communication equipment, first-aid access and basic horse-handling gear ready before check-in.
How much water do I need for a horse riding tour?
Plan 1 full water bottle per rider for the route, plus at least 500 ml extra per person at the reception. On warm days, add another 500 ml per participant and keep the bottles in coolers with ice packs.
How many helmets and safety vests should I buy?
Provide 1 helmet and 1 safety vest per rider, then add at least 2 spare helmets and 1 or 2 spare vests for sizing problems or damage. Check every item before the safety briefing starts.
When should I prepare the shopping and riding equipment?
Complete the main shopping at least 1 day before the tour. Fill coolers, charge walkie-talkies and phones, and lay out helmets, vests and horse-handling equipment on the morning of the event.

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