Dressage competition checklist

A dressage competition depends on accurate information, clear roles and a ring that is ready before the first horse arrives. Confirm the venue, date and rules first, then open registration and build the start list as entries come in. In the final week, publish start times, brief officials, check payments and prepare score sheets, numbers and prizes. This checklist also covers horse welfare, emergency contacts, parking, communications and the equipment people often remember only on the day.

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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

Confirm the competition venue
Confirm competition date
Check the competition rules
Taste test and class assignment
2 people
Publish registration form
Send invitations
Process registrations
2 people
Keep track of the start list
Collect dietary requirements
Confirm judges
Appoint the ringmaster
Assign writers
Assign paddock supervisors
Record emergency contact
Record the veterinarian's contact details
Inform the head steward
Create the parking layout
Send directions
Send participant information
Check entry fees and payments
2 people
Finalize the start list
2 people
Publish start times
Print jury score sheets
Print race numbers
Order prizes and ribbons
Book catering
Check the shopping list
2 people
Do the shopping
2 people
Check horse stalls
2 people
Drag the race lanes
2 people
Mark the parking area
2 people
Set up the jury booth
2 people
Sort start lists
2 people
Lay out prizes
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Place competition letters
2 people
Put up barriers
3 people
Test audio and microphone
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people

Event

Register horses
2 people
Hand out race numbers
2 people
Guide horses to stalls
2 people
Welcome the audience
2 people
Provide jury briefing
2 people
Direct riders to the warm-up arena
2 people
Announce starting order
Guide the tasting
2 people
Collect jury forms
Process results
2 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Check toilets
Empty trash bins
2 people
Set up the awards ceremony
2 people
Support awards ceremony
3 people
Escort horses on departure
2 people
See the audience out
2 people

Aftercare

Dismantle competition equipment
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect tableware
2 people
Wash dishes
2 people
Clean the catering area
2 people
Clean the grounds
3 people
Dispose of waste
2 people
Clean horse stalls
2 people
Publish results
Archive prizes and forms
Return borrowed materials
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Chairqty 80
Bar stoolqty 4
Judges' tableqty 2
Jury chairqty 6
Waste binqty 8

Sports equipment

Dressage ring
Dressage letters
Warm-up arena letters
Ring barrier
Marker coneqty 20
Bib numberqty 50
Bib holderqty 50
Cleaning kitqty 2
Wheelbarrowqty 2
Forkqty 4
Pitchforkqty 2
Water barrelqty 4
Drink bucketqty 10
Hay netqty 10

Equipment

Laptopqty 2
Printer
Extension cordqty 4
Power stripqty 4
Mobile phoneqty 4
Two-way radioqty 6
Sound speakerqty 2
Wireless microphone

Lighting

Construction lampqty 4
String lightsqty 2

Tableware

Coffee cupqty 60
Water glassqty 80
Wine glassqty 40
Plateqty 80
Forkqty 80
Knifeqty 80
Spoonqty 60

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 4
Serving platterqty 8
Tray for toppingsqty 6
Bread knifeqty 2
Cutting boardqty 4
Pliersqty 6
Serving spoonqty 4
Bottle openerqty 3
Pitcherqty 6

Decorations

Competition flagqty 12
Table runnerqty 8
Notice boardqty 2
Arrow boardqty 6
Clipboardqty 8
Winner's ribbonqty 30
Rosetteqty 30
Prize boxqty 10

Cleaning

Broomqty 4
Dustpan and brushqty 3
Mopqty 4
Bucketqty 4
Hand broomqty 4
Toilet brushqty 2
Cleaning sprayqty 4
Soap dispenserqty 4
Dishwashing tubqty 2

Catering

Groceries

Tips

Confirm the competition rules before publishing the registration form. Class requirements affect entries, judging, start times and the information riders need to receive.
Set a firm registration deadline and update the start list at least twice: once after entries close and again after payments and withdrawals are checked. Publish start times only when the list is final.
Assign every operational role in advance, including the ringmaster, writers, paddock supervisors, judges and head steward. Give each person a contact number and a clear reporting time.
Prepare the arena and warm-up area before competitors arrive. Check the dressage letters, ring barrier, marker cones, footing, water barrels and cleaning equipment during the final site inspection.
Print more paperwork than the exact number of entries: prepare spare jury score sheets, bib numbers and directions, and test the laptop, printer, extension cords, radios, speaker and microphone at least one day before.

Frequently asked questions

How far in advance should I organise a dressage competition?: Confirm the venue, date, rules and judges at least 8 to 12 weeks beforehand. Open registration early enough to allow time for entries, payments, withdrawals and a final start list.
When should I publish dressage competition start times?: Publish start times after registration closes and all payments and withdrawals have been checked, usually 5 to 7 days before the competition. Send the final participant information at the same time.
How many officials and helpers does a dressage competition need?: For each active ring, plan for at least one judge, one writer, one ringmaster and one paddock supervisor, then add someone responsible for welfare and emergencies. Larger schedules may require extra writers and supervisors to prevent delays.
What should I prepare the day before a dressage competition?: Set up or inspect the ring, letters, barriers, warm-up area, parking layout and welfare supplies the day before. Print score sheets and numbers, charge radios and phones, test the printer and sound equipment, and keep emergency and veterinarian contacts accessible.

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