What you need for a riding school open day

A riding school open day needs more than refreshments for visitors. You also need a clear welcome point, enough seating, reliable power and communication equipment, and shelter if the weather changes. Plan supplies around your expected visitor count, then add a small reserve for late arrivals and spills. Keep drinks, snacks and serving equipment separate from horse-care and riding areas so guests can move around safely.

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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
- Coffee beans - 3 bags
- Tea bags - 150 pieces
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 packs
- Spa Red - 6 packs
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Lemons - 2 kilos
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Rice crackers - 4 bags
- Mini cocktail sausages - 10 cans
- Puff pastry - 10 packs
- Eggs - 60 pieces
- Unsalted butter - 2 kilos
- Grated cheese - 2 kilos
- Ham - 1 kilo
- Chicken breast - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Cucumbers - 8 pieces
- Bell peppers - 10 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Wraps - 8 packs
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Peanut butter - 2 jars
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Apple pies - 6 pieces
- Brownies - 8 boxes
- Muffins - 100 pieces
- Cookies - 8 packs
- Sugar waffles - 6 packs
- Vegan muffins - 30 pieces
- Gluten-free crackers - 4 packs
- Gluten-free bread - 3 loaves
- Vegan spreads - 6 tubs
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Basil - 1 pot
- Olive oil - 1 bottle
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Toothpicks - 4 boxes
- Cocktail picks - 4 boxes
- Tealights - 50 pieces

Tips

Plan roughly two drinks per visitor for the first hour, then one additional drink for each extra hour. Include water as well as coffee, tea and chilled drinks, and keep a 10% reserve for unexpected visitors.
For refreshments, allow one plate and one cutlery set per person, plus around 10% extra. Put serving spoons, platters and trays out before the first demonstration so volunteers are not searching for them during the program.
Use one information desk near the entrance and provide a printed program and floor plan there. Add at least one table for every 20–25 guests who may sit during breaks, with extra chairs for older visitors and families.
Check power before setting up coffee machines, kettles, speakers and microphones. Use extension cords and power strips only after confirming the available outlets, and keep all cables away from walkways, horse areas and wet ground.
Set up party tents, coat racks and coolers before guests arrive, not during the first demonstration. Keep a charged set of rechargeable walkie-talkies for volunteers and a handheld megaphone for announcements across the grounds.

Frequently asked questions

How much food and drink do I need for a riding school open day?: For the first hour, allow about two drinks per visitor, including water, coffee, tea and chilled options. Plan one snack or pastry per person, then add a 10% reserve for late registrations and extra servings.
How many chairs and tables are needed for an open day?: Provide seating for around 20–30% of visitors if demonstrations are standing events, or more if the program includes seated talks. As a starting point, allow one table for every 20–25 guests and add 10% extra chairs.
When should I set up the refreshments and equipment?: Set up tables, serving supplies, coffee equipment, coolers and drinks at least 60 minutes before opening. Test speakers, microphones and power connections 30 minutes before the first demonstration.
What equipment do I need to communicate with volunteers?: Use rechargeable walkie-talkies for volunteers working in different areas, with one device per key role or team. Keep a handheld megaphone ready for announcements when visitors are spread across the grounds.

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