Carriage race planning checklist

A carriage race needs more than a course and a start time. Set the competition format early, secure the venue, check permits and insurance, and appoint judges, a veterinarian and an announcer before opening registration. Once entries arrive, verify horse passports, collect dietary requirements, publish the schedule and create the start order. The final weeks are for volunteer assignments, parking, spectator routes, emergency exits, course equipment, scorekeeping and participant confirmations.

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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 match date
2 people
Set the competition rules
3 people
Reserve the competition area
2 people
Check permits
2 people
Check insurance
2 people
Assign judges
2 people
Arranging a veterinarian
2 people
Arrange announcer
Send invitations
2 people
Publish registration form
Inform participants
2 people
Process registrations
2 people
Check Horse Passports
2 people
Collect dietary requirements
Create the start order
3 people
Publish the match schedule
Recruit volunteers
2 people
Assign volunteers
2 people
Make a parking plan
2 people
Set the audience route
2 people
Mark emergency exits
2 people
Order prizes and ribbons
Make bib numbers
2 people
Print jury forms
Send participant confirmation
Check the weather forecast
Check equipment
3 people
Do the shopping
2 people
Set out the carriage route
4 people
Mow the grounds
2 people
Prepare the stables
3 people
Set up the obstacles
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang lighting
3 people
Prepare catering
3 people
Chill drinks
2 people
Set up registration desk
2 people
Set up judges' table
2 people

Event

Register horses
3 people
Have the horses inspected
2 people
Inspect carriages technically
3 people
Give participant briefing
3 people
Welcome the audience
4 people
Hand out race numbers
2 people
Give the opening speech
Support the dressage test
6 people
Record dressage scores
3 people
Take care of the break
3 people
Guide the marathon route
8 people
Carry out timekeeping
4 people
Monitor the obstacles
6 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep track of the scores
2 people
Lead the final
6 people
Check the final results
3 people
Present prizes
3 people
See participants off
3 people
Water the horses
4 people
Secure the grounds
3 people

Aftercare

Dismantle carriages and obstacles
5 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the grounds
5 people
Clean out the stables
3 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Archive scores
Publish the results
Reorder prizes
Share photos

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Judges' table
Registration desk
Bar stoolsqty 4

Sports equipment

Dressage arena
Marathon obstaclesqty 8
Conesqty 40
Crowd control barriersqty 30
Ropeqty 4
Measuring tapesqty 3
Stopwatchesqty 6
Start flagsqty 3
Finish flagsqty 3
Bib numbersqty 30
Scoreboardsqty 4
Jury formsqty 100
Clipboardsqty 12
Pensqty 30
Prize trophiesqty 6
Medal ribbonsqty 30
Bristle brushesqty 10
Horse water troughsqty 12
Hay netsqty 12
Hay balesqty 30
Manure wheelbarrowsqty 3
Manure forksqty 6
Scoopsqty 4
Water barrelsqty 4

Equipment

PA system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Mobile chargersqty 6

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 8

Decorations

Banner flagsqty 4
Direction signsqty 12
Welcome sign
Competition flagsqty 10

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 3

Cleaning

Waste binsqty 10
Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Hand broomsqty 4
Cleaning clothsqty 30

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Warning tapeqty 4

Catering

Groceries

Tips

Set the date and rules before publishing registration. Give participants a clear closing date, then allow at least 7 days to process entries, check horse passports and create the start order.
Book officials and welfare support early. Confirm the judges, veterinarian and announcer no later than 4 weeks before the race, and give each person a written timetable and contact number.
Walk the site from three viewpoints: competitor, spectator and emergency responder. Mark the audience route and emergency exits, then use barriers and rope to keep people away from obstacles, the arena and horse traffic.
Prepare paperwork in duplicate. Print at least two copies of each jury form, keep spare pens and clipboards at the judges’ table, and make one registration desk pack with bib numbers, participant confirmations and the start list.
Finish the practical setup before competitors arrive. Place water troughs, hay nets and hay bales for horses, and assign a manure team with wheelbarrows, forks and scoops so the site can be cleared throughout the day.

Frequently asked questions

How far in advance should I organize a carriage race?: Start planning at least 8 to 12 weeks ahead. Set the date, rules, venue, permits, insurance and officials first; open registration only when those details are confirmed.
When should carriage race registration close?: Close registration at least 7 days before the event. That gives you time to check horse passports, confirm dietary requirements, prepare bib numbers and publish the start order.
How many volunteers are needed for a carriage race?: Plan separate people for registration, parking, spectator control, course support, scoring, horse-area support and clean-up. Assign every volunteer a shift and task at least 7 days before race day.
What should be ready on the morning of a carriage race?: Set up the arena, marathon obstacles, cones, barriers, flags, scoreboards and judges’ table before the first participant arrives. Keep water, hay, printed forms, spare pens and emergency contact details at their assigned stations.

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.