7 Things You Should Be Thinking About Now For Sanity This Spring

Spring is just around the corner, and with it comes the annual rush of new and returning riders eager to get in the saddle and do more. That means now is the time for lesson barns to prepare for the influx of traffic. Transitioning smoothly from the slower winter months to the busy spring season requires careful planning in several key areas to ensure a high level of service, safety, and sanity. We know how it can sometimes feel like going from 0 to 100, but with some thoughtful preparation, you can ensure a smoother and more successful season. Below is a breakdown of 7 things you should be thinking about now to prepare for those warmer bustling days ahead.

1. Streamline Your Intake Process for New Riders

Spring often brings a surge of new inquiries, so it’s essential to make the rider intake process as efficient as possible. Start by evaluating what takes up the most of your time—answering calls, emails, or fielding questions in person. Common questions like pricing, class schedules, and rider requirements can often be answered ahead of time in your marketing materials. To cut down on some of those questions, consider adding a FAQ section to your website, or create an easy-to-send document that provides answers to the most frequently asked questions. This way, potential riders can get the information they need upfront and after they are genuinely interested in your program before you invest your time scheduling phone calls, tours, or evaluations.

2. Preparing Your Horses for the Spring Load

Your horses are the backbone of your lesson program, and it’s important to ensure they are ready for the increased workload. If your horses are out of shape from the slower winter months, it’s time to start gradually “legging them up” for the season ahead. Plan out an exercise routine that gets them in peak condition while considering their individual needs. Use this to plan ahead for additional training or tune-ups and how often so that you can map out each horse’s availability on a weekly calendar. This way you can make sure the rides assigned to each horse stays appropriate based on the horse’s age, fitness level, and overall condition. Don’t forget to assess if your horse’s rider weight limit should be adjusted.

3. Inspecting Your Tack and Equipment

Spring is also a good time to check all of your tack and equipment to ensure it’s safe, functional, and properly fitted. Saddle fits can change over time, especially after the winter months, so consider scheduling saddle fit checks for each horse. Inspect your saddles, girths, stirrups, headstalls, and reins for damage or signs of wear. Additionally, you want to consider the tack options you have for each horse and how it’s used with riders of different levels. Properly fitting tack and safe equipment are essential for both rider and horse safety, so don’t skip this step.

4. Lesson Prep: Arena and Equipment Maintenance

Before the lesson rush begins, take a good look at your arena and teaching space. Does the footing need any maintenance after the winter months? Are there any repairs needed to fences, jumps, or other equipment? Additionally, make sure you have all the lesson supplies you need—whether it’s extra grooming tools, lesson plans, or safety equipment like helmets. If you are supplying helmets, inspect them thoroughly, including the manufacture date, to make sure they are less than five years old. Being fully stocked and prepared will help you avoid last-minute scrambling during your busiest days.

If you haul horses to off-site locations, now is the time to make sure your trailer is ready for the season. Check for any needed maintenance or inspections to keep everyone safe on the road. Tires, breaks, bearings, frame, hitch, lights, flooring (under the mats) and more. The last thing you want to do is load up and find a problem

5. Making Scheduling and Invoicing Easier

If you’re not already utilizing a scheduling system, now’s the time to explore that. This will help you organize contacts, lessons and manage cancellations. Be sure to block off time for personal days and necessary rest periods for both your staff and horses. Remember, creating a balanced schedule for yourself and your horses is essential to avoid burnout and maintain consistent quality.

Similarly, automating invoicing can save time and reduce errors. More and more programs across the country are utilizing subscription formats, which lighten the clerical load and ensure consistent billing. If this is a new thought to you, I encourage you to explore the idea.

6. Ensure All Paperwork and Communication Is Up to Date

Before the surge is underway, ensure that all of your paperwork is in order. Make sure that each of your current riders is up to date on all waivers, medical releases, photo releases, etc., that you require. Consider leveraging technology such as digital forms or an online waiver system to organize the process.

If you’ve introduced new policies or changes to your program, communicate those updates to existing and new riders alike. Clear and uniform communication of these types of things prevents things from slipping through the cracks. I would recommend that you review and resend your policies or contract to everyone at least once a year.

7. Support Systems for Busy Days

Finally, consider the level of support you’ll need during the busiest days of the season. If you’re teaching back-to-back lessons, it’s crucial to have someone available to assist with tasks like tacking up horses, managing rider flow, or addressing any on-the-spot issues that may arise. Having extra hands on deck will not only lighten your workload but can also improve the overall experience for your riders. If this role will be filled by someone new, it’s time to identify that person now and begin training them in preparation.

Conclusion

Preparing for the Spring lesson rush isn’t just about filling up the calendar—it’s about creating a well-organized system that ensures safety, smooth operations, and a rewarding experience for your horses and riders alike. Implementing safety protocols, like practicing emergency dismounts and ensuring helmet checks, reinforces your professionalism and commitment to rider safety.

By prioritizing areas like intake, horse prep, scheduling, maintenance, and communication, you’ll be ready to handle the busy season with confidence and ease. With a little foresight, you’ll not only manage the spring rush but also make it a season of growth and success for your barn.