How to organise a horse market from start to finish

A horse market needs two plans running together: one for exhibitors and visitors, and one for the horses and the grounds. Start by confirming the date, location and sales terms, then invite exhibitors early enough to process registrations and assign both market and horse stalls. In the final week, check animal records, emergency contacts, parking, directions and the forecast. On the day, finish the layout, signage, registration desk and animal areas 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 date and location
2 people
2
Set sales terms
2 people
3
Invite exhibitors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign stalls
2 people
8
Assign horse stalls
2 people
9
Arrange parking spaces
2 people
10
Make reservations
11
Prepare directions
12
Create floor plan
2 people
13
Publish visitor information
14
Check the exhibitor list
2 people
15
Check animal registrations
2 people
16
Collect emergency contacts
17
Check the weather forecast
18
Send confirmation
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Collect materials
3 people
22
Chill drinks
2 people
23
Prepare registration forms
24
Inspect the grounds
3 people
25
Set up traffic signs
3 people
26
Build party tents
6 people
27
Set up booth tables
4 people
28
Set up crowd-control barriers
4 people
29
Set up horse stalls
6 people
30
Set up drinking stations
3 people
31
Set out hay and straw
3 people
32
Check power supply
2 people
33
Hang lighting
3 people
34
Hang up decorations
3 people
35
Put up directional signs
2 people
36
Set up the cash register
2 people
37
Set up information table
2 people
38
Build the catering buffet
4 people
39
Prepare snacks
4 people
40
Prepare coffee and tea
2 people

Event

41
Welcome exhibitors
4 people
42
Safely guide horses
4 people
43
Register attendance
2 people
44
Welcome visitors
4 people
45
Explain the program
46
Staff the cash register
2 people
47
Staff the information desk
2 people
48
Support exhibitors
2 people
49
Direct horse traffic
3 people
50
Check animal welfare
2 people
51
Serve drinks
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Restock the buffet
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Water the horses
3 people
58
Refill straw
2 people
59
Do site rounds
2 people
60
Announce final sales
61
See visitors out
4 people
62
Guide horses back
4 people

Aftercare

63
Close the register
2 people
64
Clean up catering
4 people
65
Wash dishes
3 people
66
Clean horse stalls
5 people
67
Collect waste
4 people
68
Clear tables and chairs
5 people
69
Dismantle barricades
4 people
70
Dismantle horse stalls
5 people
71
Take down tents
6 people
72
Clean the grounds
5 people
73
Remove lighting
3 people
74
Remove signposts
2 people
75
Clean materials
4 people
76
Store materials
4 people
77
Return materials
3 people
78
Sort lost and found
79
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 18
Folding chairsqty 80
Beer tablesqty 10
Stoolsqty 20
Cash desk table
Information desk
Clothes racksqty 6
High tablesqty 8
Tableclothsqty 24
Horse stallsqty 12
Saddle racksqty 8
Hay racksqty 12
Water tubsqty 12
Crowd control barriersqty 40
Crowd barriersqty 30
Conesqty 30
Parasolsqty 6

Tableware

Reusable cupsqty 500
Coffee cupsqty 100
Tea glassesqty 100
Platesqty 250
Cutlery setsqty 250
Serving traysqty 20
Small bowlsqty 30

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Refrigeratorsqty 2
Cash machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Flashlightsqty 8
Megaphone

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Serving tongsqty 12
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 8
Ice packsqty 30
Jerry cansqty 6

Decorations

Buntingqty 12
Market chalkboardsqty 10
Directional signsqty 18
Program postersqty 20
Stand number signsqty 24

Lighting

String lightsqty 10
LED lampsqty 12
Batteriesqty 40

Cleaning

Waste binsqty 18
Mop setsqty 4
Broom setsqty 6
Hoesqty 4
Scoopsqty 6
Dung cartsqty 3
Poop scoopsqty 4

Catering

Groceries

Tips

Set your sales terms before inviting exhibitors, including registration deadlines, stall allocation and payment arrangements. This prevents last-minute changes when you assign market tables and horse stalls.
Close exhibitor registration at least 7 days before the market. Use the final list to assign stalls, collect dietary requirements and check that every horse registration is complete.
Create one site plan showing market tables, horse stalls, parking, entrances, information points and barriers. Share directions and visitor information before the event so arrivals do not depend on staff explaining every route.
Inspect the grounds before setup and check the forecast 24 to 48 hours ahead. Decide where party tents, water tubs, hay racks, cones and crowd barriers will go before equipment and exhibitors arrive.
Prepare the registration and cash points separately from the refreshment area. Count reusable cups, coffee cups, plates and cutlery, chill drinks in advance, and keep emergency contacts accessible at the information desk.

Frequently asked questions

How early should I invite exhibitors to a horse market?: Invite exhibitors at least 6 to 8 weeks before the market. Set a registration deadline around 7 days before the event so you still have time to assign stalls and resolve missing information.
When should horse stall assignments be finalised?: Finalise horse stall assignments 5 to 7 days before the market, after checking animal registrations and emergency contacts. Send the confirmed allocation and arrival directions no later than 3 days beforehand.
What should I check the day before a horse market?: Check the forecast, exhibitor list, animal registrations, parking plan and shopping list the day before. Also confirm that tents, tables, water tubs, hay racks, barriers, cones and registration materials are ready.
How much time is needed to set up a horse market?: Allow at least 3 to 4 hours for setup, depending on the number of stalls and the size of the grounds. Put out traffic signs and barriers first, then build the market layout, horse areas, information desk and refreshment points.

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