A practical purchasing framework
Reliable programs start with a clear brief.
Therapeutic riding centers and equine-assisted service organizations balance horse care with programs for participants, families, clinicians, educators, volunteers, and community partners. Hay is only one part of that operation, but an unclear order or unreliable delivery can create avoidable cost and continuity problems.
This guide explains how to prepare a consistent hay request, compare delivered offers on the same basis, and maintain a practical backup plan. It does not provide veterinary or equine-nutrition advice. Your veterinarian, equine nutritionist, or another qualified horse-care professional should determine which forage is appropriate for each horse.
Step 1
Start with the horse-care specification.
Document what the facility’s qualified horse-care professional has approved before requesting prices.
- Hay or forage type approved for the herd
- Small square, large square, round, or another bale format
- Approximate bale weight or dimensions
- First-delivery quantity and expected recurring demand
- Quality, maturity, moisture, testing, or storage requirements
- Whether substitutions are permitted and who must approve them
Step 2
Calculate usable demand, not only tonnage.
A low headline price is not useful if the bale format does not fit the facility’s equipment, storage, staffing, or feeding workflow. Estimate safe storage capacity, normal usage, and an appropriate buffer for weather or delivery disruption.
Compare offers using one consistent unit—such as cost per bale, cost per ton, or the delivered total for the full order. Record bale-count and weight assumptions, delivery charges, unloading charges, and minimum orders so staff do not compare unlike offers.
Step 3
Describe access and unloading before dispatch.
Rural and shared equestrian properties can have delivery constraints that are invisible from the street address.
- Correct farm entrance, gate code, and day-of contact
- Driveway surface, gate width, and seasonal limitations
- Turning space and overhead-clearance restrictions
- Forklift, tractor, hay elevator, or hand-unloading plan
- Covered receiving area and distance to storage
- Program dates or times when delivery is unsuitable
Steps 4 and 5
Compare the full offer and plan for continuity.
Review every proposal against the same written request. Include product specification, quantity, price, freight, unloading responsibility, estimated delivery date, payment terms, and what happens if delivered hay does not match the agreed description.
Assign one person to confirm delivery and document receiving notes under facility policy. Keep an approved backup specification, a second qualified supplier, or a minimum reorder point so weather, shortage, or supplier interruption does not force a rushed purchase.
Related facility logistics
Keep horse supplies and participant transportation in separate workflows.
Facilities also coordinate how participants reach programs safely. That work has different privacy, accessibility, and service responsibilities from horse-feed purchasing.
If a participant, family, caregiver, or program team needs help planning a non-emergency trip, read MedicalRide.org’s guide to transportation to equine-assisted therapy and therapeutic riding programs.
HayQuotes organizes hay requests and offers. MedicalRide.org helps people discover and contact independent non-emergency transportation providers. Neither service replaces the facility’s clinical, veterinary, insurance, safety, or regulatory decision-makers.
Reusable checklist
What to include in the facility’s hay request.
- Approved forage type and specification
- Bale format, approximate weight, and quantity
- One-time or recurring order cadence
- Delivery ZIP or postal code and full delivery address
- Requested delivery window
- Freight and unloading responsibilities
- Truck access, gate, turning, and surface details
- Storage and receiving constraints
- Required documentation or testing information
- Substitution policy and approving contact
- Day-of contact and backup contact
- Total delivered price and payment terms
Bottom line
Give suitable suppliers one consistent requirement.
Document the approved specification, delivery constraints, and receiving process. Then compare complete delivered offers instead of headline price alone.
Request and compare delivered hay offersFacility FAQ
Common hay-sourcing questions for therapeutic riding programs.
What should a therapeutic riding facility include in a hay request?
Include the facility-approved forage specification, bale format and weight, quantity, delivery timing, access constraints, unloading responsibility, storage considerations, and total delivered-price requirements.
How should a facility compare hay offers?
Compare each offer against the same written specification and include product price, freight, unloading, delivery date, payment terms, and any required quality documentation.
Does HayQuotes provide veterinary or equine-nutrition advice?
No. A veterinarian, equine nutritionist, or another qualified horse-care professional should determine the appropriate forage for each horse.