Riding school open day checklist

A riding school open day needs more than a demonstration schedule. You also need a clear registration process, safe routes through the stables, prepared horses, briefed riders and enough people to guide visitors. Work through the plan in order: set the date, promote the programme, confirm numbers, then prepare the grounds, catering and equipment. This checklist helps you avoid late jobs such as printing the floor plan, marking parking and chilling drinks.

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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

Set the date and program
2 people
Sign up for open day
Draft invitations
2 people
Send invitations
2 people
Post on social media
Process registrations
Collect dietary requirements
Check participant list
2 people
Confirm reservations
Print the program
Print floor plan
Assign volunteers
2 people
Inspect the track and stables
2 people
Select horses
2 people
Confirm the demonstration schedule
2 people
Brief riders and instructors
3 people
Post safety rules
2 people
Prepare horse care
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay Out Clothing and Materials
2 people
Mow and sweep the grounds
2 people
Mark the parking area
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the information desk
2 people
Build the catering buffet
3 people
Hang decorations
3 people
Put up directional signs
2 people
Connect sound equipment
2 people
Set up demonstration materials
3 people
Set out cleaning supplies
Feed and check the horses
3 people
Care for the horses
4 people
Set horses safely in place
3 people

Event

Welcome volunteers
2 people
Brief volunteers
3 people
Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
2 people
Guide tours
4 people
Introduce the horses
2 people
Demonstrate riding technique
4 people
Demonstrate horse care
3 people
Supervise pony activities
5 people
Assist trial lessons
5 people
Provide information about the lessons
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets
Monitor safety around horses
3 people
Guide the photo moment
2 people
Wave goodbye to visitors
3 people

Aftercare

Unsaddle the horses
4 people
Bring back horses
3 people
Feed and check the horses
3 people
Collect tableware
3 people
Wash dishes
3 people
Clean up catering
3 people
Dismantle furniture
4 people
Take down party tents
4 people
Remove decorations
2 people
Clean the grounds and stables
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Archive photos and documents
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 programme before sending invitations, including demonstration times, visitor activities and the point at which registrations close. Keep the final participant list available at the information desk.
Check the track and stables at least one week before the open day, then repeat the inspection on the morning itself. Post the safety rules where visitors enter and before they reach the horses.
Assign volunteers to specific jobs rather than giving everyone a general instruction. Cover the information desk, parking, stable guidance, refreshments and radio or megaphone communication.
Prepare catering around the confirmed registration count. Chill drinks several hours ahead, and set out separate coffee, tea and water service with enough cups, glasses, plates and serving utensils.
Finish the site setup before visitors arrive: mow and sweep the grounds, mark the parking area, build the party tents and place tables, chairs and coat racks. Test microphones, speakers, extension cords and power strips before the first briefing.

Frequently asked questions

How far in advance should I organise a riding school open day?: Set the date and programme at least 6 to 8 weeks ahead so invitations, registrations and volunteer planning have time to settle. Complete the final participant check and demonstration confirmation during the week before the event.
What should I include in a riding school open day programme?: Include arrival and registration, each demonstration with a start time, safety instructions, stable access rules and refreshment breaks. Print the final programme at least 2 days before the open day, with a few spare copies for the information desk.
How many volunteers do I need for a riding school open day?: Plan for at least one volunteer at the information desk, one person managing parking and one guide near the stables, then add people for refreshments and demonstrations. For a busy programme, assign a coordinator with a walkie-talkie at least 30 minutes before opening.
When should I prepare the horses and riding demonstrations?: Select the horses and confirm the demonstration schedule several days in advance, then brief riders and instructors on the final running order. Complete horse care and the last equipment check on the morning before visitors arrive.

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