How to organise a horse riding camp

A horse riding camp combines riding lessons, horse care, camping and group meals, so the order of preparation matters. Start with registrations and medical details, then reserve horses and stalls before assigning sleeping spaces and lessons. In the final week, check equipment, weather, access roads and emergency information. On arrival day, keep registration separate from horse setup so participants can settle in safely while staff prepare the riding area.

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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
Send invitations
2
Process registrations
3
Check parent contact details
4
Collect dietary requirements
5
Collect medical information
6
Compile emergency contacts
7
Reserve horses and stalls
8
Schedule driving lessons
9
Allocate sleeping spaces
2 people
10
Send participant information
11
Check the weather forecast
12
Do the shopping
2 people
13
Check riding helmets
2 people
14
Check the riding equipment
2 people
15
Check the first aid kit
16
Print phone numbers
17
Sort camping gear
3 people
18
Prepare meals
3 people
19
Set up the tents
4 people
20
Set up sleeping accommodations
3 people
21
Set up dining area
3 people
22
Check the roadway
2 people
23
Set up horses
4 people
24
Set Up Registration
2 people

Event

25
Receive participants
3 people
26
Register attendance
2 people
27
Bring luggage to sleeping areas
3 people
28
Explain camp rules
2 people
29
Give safety instructions
2 people
30
Care for the horses
4 people
31
Guide the first driving lesson
4 people
32
Unsaddle the horses
4 people
33
Serve dinner
3 people
34
Refill drinks
35
Support the evening activity
3 people
36
Carry out the evening horse round
3 people
37
Guide bedtime
3 people
38
Set up breakfast
3 people
39
Serve breakfast
3 people
40
Feed the horses
3 people
41
Clean out the stables
4 people
42
Assist with the second driving lesson
4 people
43
Hand out lunch packs
2 people
44
Guide the trail ride
4 people
45
Care for the horses
4 people
46
Hand out break drinks
2 people
47
Facilitate horse game
3 people
48
Prepare evening meal
3 people
49
Serve dinner
3 people
50
Lead the campfire activity
3 people
51
Carry out the evening horse round
3 people
52
Serve breakfast
3 people
53
Supervise the final driving lesson
4 people
54
Care for the horses
4 people
55
Serve lunch
3 people
56
Lead the closing game
3 people
57
Bring back horses
3 people
58
See participants off
3 people

Aftercare

59
Take down tents
4 people
60
Gather sleeping gear
3 people
61
Wash dishes
3 people
62
Clean the riding equipment
3 people
63
Leave the stalls clean
4 people
64
Collect waste
2 people
65
Clean the venue
3 people
66
Count inventory
67
Return borrowed items
2 people
68
Sort lost and found
69
Call parents about supplies

What to bring

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

Furniture

Camping tentsqty 8
Foldable tablesqty 6
Folding chairsqty 30
Storage cratesqty 12

Sports equipment

Horse riding helmetsqty 24
Riding saddlesqty 20
Bridlesqty 20
Cleaning kitsqty 12
Haltersqty 20
Lunge linesqty 4
Conesqty 20
Ballsqty 6
Reflective vestsqty 24
Flashlightsqty 12
Rain ponchosqty 24
Blankets for horsesqty 10

Kitchen

Gas burnersqty 3
Cooking potsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef and kitchen knivesqty 6
Serving plattersqty 8
Scissorsqty 3

Tableware

Reusable platesqty 30
Reusable bowlsqty 30
Reusable cupsqty 40
Cutlery setsqty 30
Thermos flasksqty 4

Equipment

Speaker
Extension cordsqty 4

Lighting

Battery lanternsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Fire extinguishersqty 2

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 3
Mopsqty 3
Clotheslinesqty 4
Clothespinsqty 40

Catering

Groceries

Tips

Close registrations early enough to check every parent contact, dietary requirement and medical detail. Aim to have the final participant list and emergency contacts ready at least 7 days before camp starts.
Reserve horses, stalls and lesson times before sending participant information. Create the riding schedule around the number of horses available, leaving time between sessions for grooming, tack changes and horse care.
Inspect helmets, saddles, bridles, halters and lunge lines before participants arrive. Check each helmet for damage and match riding equipment to participants at least 1 day in advance rather than during registration.
Prepare camping and dining areas before the group arrives. Set up tents, sleeping spaces, tables and chairs on the previous day when possible, and keep coolers, gas burners and cooking pots together in one clearly marked kitchen area.
Make the safety information usable in an emergency. Print phone numbers, check the first aid kit, confirm the roadway is accessible and keep reflective vests, flashlights and rain ponchos where staff can reach them within 1 minute.

Frequently asked questions

How far in advance should I plan a horse riding camp?: Start planning at least 8 to 12 weeks ahead, especially if horses, stalls and driving lessons must be reserved. Set the registration deadline about 2 weeks before camp so you have time to confirm medical information, meals and sleeping arrangements.
What information should I collect when participants register?: Collect a parent or guardian phone number, emergency contact, dietary requirements and relevant medical information for every participant. Check the contact details again 7 days before the camp and print a final emergency list.
When should I check the riding equipment?: Do a full equipment check 7 days before camp, then repeat a quick inspection on the morning of the first riding session. Helmets, saddles, bridles, halters and lunge lines should be clean, intact and assigned before participants mount.
How do I organise arrival at a horse riding camp?: Set up registration before participants arrive and keep the process to about 10 minutes per group where possible. Confirm attendance, sleeping space and essential medical information first, then direct participants to tents or sleeping accommodation while staff handle the horses.

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