How to organise a horse riding tour

A horse riding tour needs more preparation than simply booking horses and choosing a scenic route. Start by securing the horses, departure point and route, then collect rider details before matching people to suitable horses. In the final week, confirm equipment, check the forecast and inspect the route for weather risks. On the day, keep the reception, safety information, food and horse preparation in a clear order so the group can leave on time.

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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
Reserve horses and route
2
Secure departure location
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Check participant details
7
Match horses to participants
2 people
8
Determine route and rest stops
2 people
9
Collect consent forms
10
Check the weather forecast
11
Check route for weather risks
2 people
12
Confirm horses and equipment
13
Check the shopping list
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare snacks and buffet
3 people
17
Print participant list
18
Print emergency contacts
19
Prepare route maps
20
Set up tables and chairs
3 people
21
Set up the party tent and shelter
4 people
22
Hang lighting
2 people
23
Set up the reception table
2 people
24
Set up buffet and drinks table
3 people
25
Brush the horses
4 people
26
Saddle horses
4 people
27
Check safety equipment
2 people

Event

28
Receive participants
3 people
29
Register attendance
2 people
30
Hand out helmets and vests
2 people
31
Assign horses and equipment
3 people
32
Give the safety briefing
2 people
33
Have riders mount up
4 people
34
Guide the horseback ride
4 people
35
Provide a rest area and water
2 people
36
Welcome returning riders
3 people
37
Dismount and care for horses
4 people
38
Serve drinks and snacks
3 people
39
Refill drinks
2 people
40
Serve the buffet
3 people
41
Collect tableware and glasses
2 people
42
See off the last participants
2 people

Aftercare

43
Dismantle the buffet and bar
3 people
44
Collect and sort waste
2 people
45
Wash dishes
2 people
46
Clean the venue
3 people
47
Take down lighting and tent
4 people
48
Clean horse equipment
3 people
49
Return rental equipment
2 people

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 20
Party tent
Coat rack

Sports equipment

Horsesqty 12
Saddlesqty 12
Bridlesqty 12
Saddle padsqty 12
Cleaning kitsqty 4
Haltersqty 12
Rope haltersqty 12
Reflective horse blanketsqty 12
Route conesqty 12
Backpacksqty 4

Safety

Riding helmetsqty 16
Reflective vestsqty 16
First aid kit
Emergency blanketsqty 4
Flashlightsqty 6
Whistlesqty 4

Equipment

Coolersqty 4
Thermos flasksqty 4
Mobile phone chargersqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Tableware

Reusable platesqty 20
Reusable bowlsqty 20
Reusable drinking glassesqty 30
Coffee cupsqty 20
Cutlery setsqty 20

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 4
Thermometer
Storage boxesqty 8

Catering

Groceries

Cleaning

Bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 2
Waste binsqty 4

Decorations

Tableclothsqty 4
Directional signsqty 8
Name badgesqty 20

Paper goods

Participant formsqty 20
Route mapsqty 16
Pensqty 10

Tips

Book the horses, route and departure location first, ideally at least 4–6 weeks ahead. You need a confirmed start point before you can plan parking, shelter, tables or route maps.
Collect registrations, dietary requirements, participant details and consent forms before matching horses. Complete the matching at least 7 days before the tour so unsuitable pairings or missing information can be corrected.
Plan rest stops by distance and riding time, not just by the number of scenic places. For a half-day tour, allow at least one proper stop and identify where riders can access water, shelter and emergency help.
Check the weather forecast and the route for risks 24–48 hours before departure. Have reflective vests, lights, emergency blankets, a first aid kit and charged phones ready if visibility or conditions deteriorate.
Set up the reception and buffet before brushing the horses. Print the participant list, emergency contacts and route maps, chill drinks, prepare snacks and leave enough time for a final equipment check before riders mount.

Frequently asked questions

How far in advance should I book a horse riding tour?: Book the horses, route and departure location at least 4–6 weeks ahead, especially for a larger group or a popular date. Confirm the booking again 7 days before the tour.
How do I match riders to horses?: Collect each rider’s experience, height, weight and any relevant limitations before assigning horses. Finalise the matching at least 7 days in advance and check the saddles, bridles and saddle pads against the assignments.
When should I check the weather and riding route?: Check the forecast 24–48 hours before departure, then inspect the route for flooding, mud, fallen branches or poor visibility. Make any route changes before guests arrive rather than during the ride.
What should I prepare on the day of a horse riding tour?: Set up the reception, shelter, tables, drinks and route information before the horses are prepared. Keep the participant list, emergency contacts, first aid kit, helmets, reflective vests and charged phones together at the departure point at least 30 minutes before leaving.

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