How to organise a horse fair from first booking to closing time

A horse fair needs more than exhibitors and a date. Start by securing the venue, checking permits and insurance, then build the exhibitor list and participant terms before sending invitations. Once registrations come in, collect dietary requirements, map out every booth and schedule the horse demonstrations. In the final week, confirm deliveries, test payments and audio equipment, check the weather, and prepare signs, refreshments and safety supplies so opening morning is about setup rather than last-minute decisions.

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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

1
Confirm date and location
2 people
2
Contact exhibitors
2 people
3
Draft participant terms and conditions
2 people
4
Send invitations
2 people
5
Publish on social media
6
Process registrations
2 people
7
Collect dietary requirements
8
Create the booth layout
2 people
9
Plan horse demonstrations
2 people
10
Coordinate deliveries
11
Make reservations
12
Check permits
13
Check insurance details
14
Print floor plan
15
Prepare signage
2 people
16
Make name badges
2 people
17
Test payment terminal
18
Check first aid supplies
19
Check the weather forecast
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Collect materials
3 people
24
Open venue
2 people
25
Mark booths
3 people
26
Set up tables
4 people
27
Set up chairs
3 people
28
Set up party tents
4 people
29
Mark off the demonstration ring
4 people
30
Set up stands
6 people
31
Hang up decorations
3 people
32
Set up sound equipment
2 people
33
Check lighting
2 people
34
Set up the catering buffet
3 people
35
Set up registration desk
2 people
36
Check toilets
37
Carry out a safety check
2 people

Event

38
Welcome exhibitors
3 people
39
Register visitors
3 people
40
Collect admission
2 people
41
Inform visitors
2 people
42
Announce the program
43
Guide demonstrations
3 people
44
Supervise pony activities
3 people
45
Serve catering
3 people
46
Refill drinks
2 people
47
Restock the buffet
2 people
48
Clear away dishes
2 people
49
Empty trash bins
2 people
50
Check toilets periodically
51
Check animal welfare
2 people
52
Guide the parking lot
2 people
53
Register lost property
54
Wrap up the final program item
2 people
55
See visitors out
3 people

Aftercare

56
Close the register
2 people
57
Check out exhibitors
3 people
58
Dismantle stands
5 people
59
Dismantle the demonstration ring
4 people
60
Clear away furniture
4 people
61
Collect waste
3 people
62
Wash dishes
3 people
63
Clean the venue
4 people
64
Check materials
2 people
65
Return rental items
3 people
66
Clear away leftover stock
2 people
67
Handle lost and found
68
Process supplier payments
69
Send thank-you messages
70
Share photos with participants

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 24
Tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Clothes racksqty 8
Crowd control barriersqty 40
Conesqty 24
Stoolsqty 10

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 2
Lightingqty 12
Battery chargersqty 4

Decorations

Horse postersqty 20
Buntingqty 12
Fabric table runnersqty 20
Balloonsqty 100
Flower arrangementsqty 8
Directional signsqty 16
Program boardsqty 6

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 3
Serving utensilsqty 12
Coolersqty 4
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 8

Cleaning

Broomsqty 4
Trash binsqty 12
Mopsqty 4
Bucketsqty 4
Hand broomsqty 6
Dustpan and brushqty 4

Safety

First aid kitsqty 2
Safety vestsqty 8
Flashlightsqty 6
Fire extinguishersqty 4
First aid blanketsqty 4

Registration

Registration desk
Name badgesqty 150
Pensqty 30
Clipboardsqty 10
Wristbandsqty 300
Cash boxesqty 2
Payment rollsqty 6

Animal supplies

Horse water troughsqty 8
Hay netsqty 8
Lunge linesqty 4
Horse poop bagsqty 300
Wheelbarrowsqty 2
Pitchforksqty 4
Stable haltersqty 8
Rope rollsqty 4

Catering

Groceries

Tips

Set the date and venue before contacting exhibitors, then allow enough lead time for registrations, participant terms and delivery arrangements. Send invitations only after you can explain the booth setup and practical conditions clearly.
Design the booth layout before ordering or collecting furniture. Mark spaces for market stalls, tables, party tents, barriers and demonstration areas, and print the floor plan so the setup team can place each booth without guessing.
Treat horse demonstrations as a separate schedule. Assign exact start and finish times, leave clear routes between demonstrations and visitor areas, and prepare portable speakers, microphones or a megaphone for instructions.
Check power and payment equipment before the event, not on opening day. Test payment terminals, extension cords, power strips, lighting and battery chargers together in the venue so you can identify missing connections early.
Plan food and drinks around the opening time and weather. Chill drinks, prepare snacks, coffee and serving items in advance, and check dietary requirements before shopping so the catering point is ready when visitors arrive.

Frequently asked questions

How far in advance should I organise a horse fair?: Start at least 8 to 12 weeks before the fair. Confirm the date and venue first, then allow time for exhibitor invitations, registrations, permits, insurance checks, deliveries and the demonstration schedule.
What should I organise first for a horse fair?: Book the date and location first, then check permits and insurance details before inviting exhibitors. After that, create the participant terms, send invitations and begin processing registrations.
When should I make the horse fair layout?: Create a first booth layout as soon as you know the expected number of exhibitors, ideally 4 to 6 weeks before the event. Update it when registrations close, then print the final floor plan before setup day.
When should I check the weather for a horse fair?: Check the forecast about 7 days before the event and again the day before opening. Use the final check to confirm party tents, lighting, barriers, cones, refreshments and any changes needed for outdoor demonstrations.

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