How to organize a riding school open day

A riding school open day works best when visitors always know where to go and what happens next. Start with the date, program and registration process, then build the day around safe horse demonstrations, stable access and guided visitor flow. Confirm horses, riders and instructors before you invite people, not afterward. The details that are often missed are practical: dietary requirements, parking, printed maps, charged communication devices and shelter for changing 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
Set the date and program
2 people
2
Sign up for open day
3
Draft invitations
2 people
4
Send invitations
2 people
5
Post on social media
6
Process registrations
7
Collect dietary requirements
8
Check participant list
2 people
9
Confirm reservations
10
Print the program
11
Print floor plan
12
Assign volunteers
2 people
13
Inspect the track and stables
2 people
14
Select horses
2 people
15
Confirm the demonstration schedule
2 people
16
Brief riders and instructors
3 people
17
Post safety rules
2 people
18
Prepare horse care
2 people
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Lay Out Clothing and Materials
2 people
23
Mow and sweep the grounds
2 people
24
Mark the parking area
2 people
25
Build party tents
4 people
26
Set up tables and chairs
4 people
27
Set up the information desk
2 people
28
Build the catering buffet
3 people
29
Hang decorations
3 people
30
Put up directional signs
2 people
31
Connect sound equipment
2 people
32
Set up demonstration materials
3 people
33
Set out cleaning supplies
34
Feed and check the horses
3 people
35
Care for the horses
4 people
36
Set horses safely in place
3 people

Event

37
Welcome volunteers
2 people
38
Brief volunteers
3 people
39
Welcome visitors
3 people
40
Register sign-ups
2 people
41
Explain the program
2 people
42
Guide tours
4 people
43
Introduce the horses
2 people
44
Demonstrate riding technique
4 people
45
Demonstrate horse care
3 people
46
Supervise pony activities
5 people
47
Assist trial lessons
5 people
48
Provide information about the lessons
2 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Keep buffet clean
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Monitor safety around horses
3 people
56
Guide the photo moment
2 people
57
Wave goodbye to visitors
3 people

Aftercare

58
Unsaddle the horses
4 people
59
Bring back horses
3 people
60
Feed and check the horses
3 people
61
Collect tableware
3 people
62
Wash dishes
3 people
63
Clean up catering
3 people
64
Dismantle furniture
4 people
65
Take down party tents
4 people
66
Remove decorations
2 people
67
Clean the grounds and stables
4 people
68
Dispose of waste
2 people
69
Inventory materials
2 people
70
Return borrowed items
2 people
71
Archive photos and documents
72
Send thank-you message

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
Bar stoolsqty 8
Buffet tablesqty 3
Information desk
Coat racksqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 10
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Rechargeable walkie-talkiesqty 6
Handheld megaphone

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Flower arrangementsqty 6
Photo backdrop
Welcome sign
Chalkboardsqty 6
Table numbersqty 8

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Sports equipment

Springboardsqty 8
Spring stanchionsqty 8
Conesqty 20
Barsqty 12
Dressage ringsqty 4
Lunge linesqty 4
Lunge whipsqty 4
Cleaning kitsqty 8
Haltersqty 12
Ropesqty 12
Riding helmetsqty 20
Safety vestsqty 10
Saddlesqty 8
Bridlesqty 8
Saddle padsqty 8
Stable brushesqty 12
Hay netsqty 6
Water tubsqty 6
Drink bucketsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Serving tongsqty 8
Thermos cupsqty 100
Ice spoonsqty 3
Cooling matsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Safety

First aid kitsqty 2
Traffic conesqty 20
Rolls of barrier tapeqty 4
Fire extinguishersqty 4
Emergency lightsqty 4

Information

Registration formsqty 100
Program leafletsqty 150
Name badgesqty 60
Pensqty 30
Clipboardsqty 8
Wayfinding signsqty 12
Wristbandsqty 150

Catering

Groceries

Tips

Set the program before sending invitations. Give each demonstration a fixed time, add arrival and transition time, and state clearly whether visitors need to register for the open day.
Close registration several days before the event and check the participant list against reservations and dietary requirements. Use the final numbers to plan seating, snacks, drinks and volunteer coverage.
Inspect the track, stables and visitor routes before event day. Mark parking, separate public areas from horse areas, post safety rules and remove anything that could obstruct movement.
Brief riders, instructors and volunteers together before visitors arrive. Give volunteers assigned posts, a printed program and floor plan, and keep rechargeable walkie-talkies or a megaphone ready for changes.
Prepare the visitor area the day before where possible. Set up tents, tables, chairs, the information desk and coat racks, then check coffee machines, kettles, coolers, extension cords and power strips before the first demonstration.

Frequently asked questions

How far in advance should I plan a riding school open day?: Set the date and outline the program at least 6 to 8 weeks ahead. Open registration early enough to confirm numbers, dietary requirements, volunteers and the demonstration schedule before the final week.
How long should a riding school open day program be?: Plan the main program in blocks of 30 to 45 minutes, with at least 15 minutes between demonstrations for moving visitors and preparing horses. A half-day schedule is usually easier to manage than a continuous full-day program.
When should I confirm the horses and riders?: Confirm selected horses, riders and instructors at least 7 days before the open day. Recheck availability and the demonstration order on the final working day, since horse welfare or weather may require changes.
How many volunteers are needed for a riding school open day?: Allow at least 1 volunteer for registration and information, 1 for parking, and 1 for each busy visitor or horse-access area. For several simultaneous activities, assign the posts separately rather than asking one person to cover two locations.

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.