How to organise a horse pasture day

A horse pasture day needs two plans running together: one for visitors and one for the horses. Start by confirming the date, location, programme and registrations, then work backwards from opening time. The final week is for checking the pasture, fences, access route, toilets, power and deliveries. On the day itself, finish safety checks before setting out demonstrations, food, seating and signs. Keep horse movements separate from visitor routes and leave enough time for changes caused by weather.

Organize this event for free with Lizzt

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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Inventory horses and handlers
2 people
6
Record the program and demonstrations
2 people
7
Make toilet reservations
8
Check power supply
2 people
9
Check the weather forecast
10
Create the final visitor list
11
Check deliveries
2 people
12
Inspect the horse pasture
2 people
13
Check fence for damage
2 people
14
Remove unsafe plants
2 people
15
Mow the pasture and access path
2 people
16
Set up obstacles safely
3 people
17
Clean horse stables
2 people
18
Set out hay and water
2 people
19
Mark the horse stalls
2 people
20
Sort cleaning supplies
2 people
21
Prepare grooming demonstration
2 people
22
Set out the driving and walking route
3 people
23
Set up audience barriers
3 people
24
Hang warning signs
2 people
25
Set up tables and chairs
3 people
26
Build party tents
4 people
27
Hang lighting
2 people
28
Hang up decorations
2 people
29
Fill coolers
2 people
30
Prepare coffee and tea
2 people
31
Prepare snacks
3 people
32
Prepare sandwiches and salads
3 people
33
Set up barbecue and cooking equipment
2 people
34
Check sanitary facilities
2 people
35
Walk the grounds and waste collection points
2 people
36
Set up the reception table
2 people
37
Get guest list and wristbands ready
2 people
38
Let the horses acclimate calmly
3 people
39
Brief animal caretakers
2 people

Event

40
Welcoming visitors
3 people
41
Explain safety rules
2 people
42
Introduce the horses
2 people
43
Supervise cleaning activities
4 people
44
Guide horse feeding
3 people
45
Give a tour of the stables
2 people
46
Assist the horse demonstration
4 people
47
Check water for horses
2 people
48
Monitor horse rest
2 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Prepare barbecue dishes
3 people
53
Restock the buffet
2 people
54
Refill dishes and cutlery
2 people
55
Clear tables in between
3 people
56
Turn on evening lighting
57
Guide visitors out
3 people
58
Move horses to the overnight stables
3 people
59
Conduct final animal check
2 people

Aftercare

60
Collect waste
3 people
61
Wash dishes
3 people
62
Clean the kitchen
2 people
63
Clean the grounds
4 people
64
Remove horse manure
3 people
65
Dismantle party tents
4 people
66
Clear tables and chairs
3 people
67
Remove lighting and decorations
2 people
68
Check the fencing
2 people
69
Store materials clean and dry
3 people
70
Return borrowed items
2 people
71
Clean coolers and crates
2 people
72
Store leftover food safely
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Bar stoolsqty 6
Tableclothsqty 10

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Wine glassesqty 50
Cutlery setsqty 100
Serving spoonsqty 10

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Barbecueqty 2
Gas cylindersqty 3

Equipment

Kettlesqty 2
Coffee machinesqty 2
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Buntingqty 8
Welcome sign
Program boardsqty 4
Table numbersqty 10

Sports equipment

Jump obstaclesqty 4
Conesqty 20
Barrier tapeqty 4

Animal supplies

Water tubsqty 8
Hay netsqty 6
Hayqty 4
Feed bowlsqty 8
Haltersqty 8
Lunge linesqty 4
Haltersqty 8
Cleaning kitsqty 6
Bristle brushesqty 12
Hoof pickersqty 8
Saddle padsqty 4
Horse clippersqty 2
Feed scoopsqty 4
Wheelbarrowsqty 3
Manure forksqty 4
Buckets of waterqty 8
Saddlesqty 2
Safety capsqty 6
Reflective blanketsqty 4

Cleaning

Bucketsqty 6
Spongesqty 12
Dish brushesqty 4
Broom setsqty 3
Floor squeegeesqty 2
Waste binsqty 8
Toilet brushesqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8
Flashlightsqty 4
Traffic conesqty 12

Catering

Groceries

Tips

Work backwards from opening time: finish fence, pasture and access-path checks at least 2 hours before visitors arrive, then allow another 30 minutes for signs and barriers.
Set a firm registration deadline 3 to 5 days before the event. Use the final visitor list to confirm seating, dietary requirements, toilets and the number of demonstrations.
Keep a written programme with start times and handlers for every demonstration. Allow at least 10 minutes between demonstrations so horses can be moved or settled safely.
Check the pasture, stables and route twice: once during preparation and again on the morning of the event. Remove unsafe plants, repair damaged fencing and mark horse stalls before guests enter.
Test power before placing coffee machines, kettles, lighting and the speaker. Use extension cords and power strips away from walking routes, and keep a weather backup for tents and outdoor activities.

Frequently asked questions

How far in advance should I plan a horse pasture day?: Start 6 to 8 weeks ahead if visitors must register or equipment and toilets need arranging. Finalise the programme, dietary requirements and visitor list during the last week, with the list closed 3 to 5 days before the event.
What should I check in a horse pasture before visitors arrive?: Inspect fences, gates, plants, ground conditions, stables and the access path. Complete the final safety walk at least 2 hours before opening and keep horse areas separated with barriers and warning signs.
How many people should handle the horses during demonstrations?: Assign a named handler to each horse and record this beside every programme item. Add one person to control the visitor boundary when a demonstration involves movement, grooming or driving.
What should I do if the weather changes on the day?: Check the forecast the day before and again on the morning of the event. Have covered space ready at least 2 hours before opening, protect electrical equipment from rain and postpone any route or demonstration that becomes unsafe.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.