How to organise a horse fair from first booking to opening

A horse fair needs more than exhibitor bookings and a floor plan. Start by confirming the venue and date, then build the exhibitor list, open visitor registration and assign pitches before preparing printed materials. The final week is mainly about closing registrations, checking requirements and packing equipment. On the day, keep setup focused: mark every stand, clear walkways, test power and open the registration desk before visitors arrive.

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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 location and date
2
Contact exhibitors
2 people
3
Open registration form
4
Send invitations
2 people
5
Publish trade fair information
6
Process registrations
2 people
7
Assign pitch locations
2 people
8
Confirm exhibitors
9
Collect dietary requirements
10
Make reservations
11
Close Visitor Registration
12
Print exhibitor list
13
Prepare name badges
2 people
14
Print floor plan
15
Check the shopping list
16
Do the shopping
2 people
17
Prepare promotional materials
18
Bring materials to the venue
3 people
19
Open venue
2 people
20
Brief the setup team
21
Set up tables and chairs
4 people
22
Set up booth walls
4 people
23
Hang up stand numbers
2 people
24
Clear the walkways
2 people
25
Set up the registration desk
2 people
26
Prepare registration materials
2 people
27
Lay out name badges
28
Set up signage
2 people
29
Check the lighting
2 people
30
Check power outlets
2 people
31
Chill drinks
2 people
32
Set up coffee station
2 people
33
Prepare snacks
3 people
34
Check toilets
35
Place waste stations
2 people
36
Welcome exhibitors
3 people
37
Direct exhibitors to their stands
2 people
38
Conduct final safety check
2 people

Event

39
Open the entrance
3 people
40
Register visitors
3 people
41
Welcome visitors
2 people
42
Support exhibitors
2 people
43
Hand out maps
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Keep buffet and tables clean
2 people
48
Empty waste stations
2 people
49
Check the Toilets in Between
50
Check stock
51
Answer visitor questions
2 people
52
Make closing announcement
53
Guide the exit
2 people
54
Check out exhibitors
2 people

Aftercare

55
Dismantle booth materials
4 people
56
Gather tables and chairs
4 people
57
Remove decorations
2 people
58
Collect waste
3 people
59
Wash dishes
2 people
60
Clean coffee station
2 people
61
Clean the floors
3 people
62
Clean the restrooms
2 people
63
Collect lost and found items
64
Conduct the final venue check
2 people
65
Return materials
3 people
66
Return borrowed items
2 people
67
Clean up leftovers
2 people
68
Follow up with exhibitors
69
Follow up with visitors

What to bring

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

Furniture

Tablesqty 24
Chairsqty 70
Information desk
Stoolsqty 8
Clothes racksqty 4
Waste binsqty 8
Coat racksqty 2
Transport cartsqty 2
Display wallsqty 16
Tableclothsqty 24
Display racksqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Laptopsqty 2
Printers
Payment terminalsqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Lighting

LED string lightsqty 6
LED work lightsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 80
Cutlery setsqty 80
Pitcherqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving traysqty 6
Storage binsqty 12
Coolersqty 4

Decorations

Horse postersqty 12
Buntingqty 8
Decorative hay balesqty 6
Flower arrangementsqty 6
Table signsqty 24
Name badgesqty 120
Wristbandsqty 300
Directional signsqty 12
Booth numbersqty 24
Clipboardsqty 6
Markersqty 12
Ballpoint pensqty 50
Rolls of tapeqty 12
Scissorsqty 6
Rope rollsqty 4
Printer paperqty 3

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Catering

Groceries

Tips

Confirm the venue, date and access times before contacting exhibitors. You need enough time for tables, display walls, stand numbers and a registration desk to be set up before opening.
Give exhibitors a firm registration deadline, then assign pitch locations and send confirmations at least 7 days before the fair. Late changes make the floor plan, exhibitor list and name badges unreliable.
Close visitor registration 2–3 days before the event if you need printed lists or badges. Keep a separate process for changes so the desk team is not searching through emails during arrival.
Check power points and cable routes during the venue visit, not on setup day. Coffee machines, kettles, printers, payment terminals and lighting may require extension cords, power strips and cable trays.
Allow at least 2 hours for setup before doors open. Brief the setup team first, then place tables and chairs, install booth walls, hang stand numbers, clear walkways and test the registration desk.

Frequently asked questions

How far in advance should I organise a horse fair?: Start planning at least 8–12 weeks ahead. Confirm the venue and date first, then allow time for exhibitor bookings, visitor registration, pitch assignments, printed materials and equipment checks.
When should horse fair exhibitor registration close?: Close exhibitor registration around 2 weeks before the fair if you need a stable floor plan and printed exhibitor list. Confirm every exhibitor and pitch at least 7 days before opening.
How much setup time does a horse fair need?: Plan for at least 2 hours of venue setup, and more if you are installing many display walls or furniture. Open the venue early enough to brief the team, test electricity and complete the registration desk before visitors arrive.
What should I prepare for horse fair visitors?: Prepare the information desk, visitor registration materials, name badges if used, a printed floor plan and clear stand numbers. Check these items 1–2 days before the fair so missing printouts or supplies can still be replaced.

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