Dressage competition checklist: what to arrange and when

A dressage competition depends on more than a suitable arena and a published start list. You need to secure the venue, confirm the rules and classes, appoint officials, process entries and plan horse and spectator movements in a clear order. This checklist also covers often-missed details such as veterinarian availability, stall assignments, printed forms, power supplies and communication between stewards. Use it to work backwards from competition day and give every deadline an owner.

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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
Reserve competition venue
Check the competition rules
Determine competition classes
2 people
Approach jury members
Contact the ringmaster
Approach ring stewards
Record veterinarian schedule
Draft invitations
2 people
Send invitations
Open registration form
Process registrations
2 people
Register entry fees
Collect dietary requirements
Update participant list
Arrange the starting order
2 people
Publish start times
Confirm participants
Assign stalls
2 people
Make a parking plan
2 people
Set the audience route
2 people
Order catering
Order prizes and ribbons
Print match forms
Send participant information
Assign volunteers
2 people
Check first aid supplies
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Checking prizes
2 people
Fill coolers
2 people
Inspect the site
3 people
Mark off the competition area
4 people
Set up dressage ring
5 people
Set out dressage letters
3 people
Set up jury table
3 people
Place the start and finish sign
2 people
Set up the audience area
4 people
Build the catering point
3 people
Set up the information desk
2 people
Put up parking signs
2 people
Mark stalls
3 people
Check toilets
2 people
Test sound system
2 people
Hold the jury briefing
4 people
Brief volunteers
8 people

Event

Receive participants
4 people
Register horses
3 people
Hand out race numbers
2 people
Assigning parking spaces
3 people
Inform the audience
2 people
Announce the start list
Guide the horses to the ring
3 people
Monitor the starting order
2 people
Hand out judging forms
2 people
Collect judging forms
2 people
Enter scores
2 people
Check intermediate standings
2 people
Serve drinks
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check the grounds and horses
3 people
Print the results
2 people
Set out prizes
2 people
Support awards ceremony
4 people
Announce the results
See participants off
3 people
Supervise horse turnout
3 people

Aftercare

Clean up catering
3 people
Dismantle the competition grounds
5 people
Clear the audience area
4 people
Clear jury room
2 people
Collect waste
3 people
Clean the restrooms
2 people
Clean materials
3 people
Archive scoring materials
Publish results
Check and store prizes
Return rental items
2 people
Leave the site clean
3 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Jury tablesqty 2
Judges' chairsqty 6
High tablesqty 6
Party tentsqty 4
Clothes racksqty 2

Sports equipment

Dressage fencesqty 36
Dressage lettersqty 12
Bib numbersqty 60
Conesqty 24
Rolls of barrier tapeqty 8
Brushesqty 6
Wheelbarrowsqty 3
Pitchforksqty 3
Water tubsqty 12
Feed bowlsqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile sound system
Microphoneqty 2
Walkie-talkiesqty 8
Power banksqty 6
Laminator

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Waste binsqty 8

Decorations

Tableclothsqty 12
Buntingqty 8
Competition bannersqty 6
Prize ribbonsqty 30
Rosettesqty 30

Lighting

LED lampsqty 8
Work lightsqty 4

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12
Cleaning clothsqty 30
Litter pickersqty 3

Catering

Groceries

Tips

Set the date and reserve the venue before contacting officials or opening registration. Check the competition rules at the same time, then define the classes so invitations and entry forms contain the correct information.
Approach jury members, the ringmaster and ring stewards early, and record the veterinarian’s schedule in the event plan. Do not leave official availability until after entries have opened; gaps here can affect the entire timetable.
Close registration with enough time to process fees, dietary requirements and participant details before arranging the starting order. Publish start times only after entries, classes and officials are confirmed, then send the final participant information.
Plan horse and people movement separately: assign stalls, mark the parking layout and define the audience route before competition day. Barrier tape, cones, dressage letters and bib numbers should be checked against the arena plan rather than unpacked for the first time on the morning.
Print match forms and test the laptop, printer, sound system, microphone and walkie-talkies before setup day. Count extension cords, power strips and power banks as part of the technical plan, and prepare a backup way to communicate if power or signal fails.

Frequently asked questions

How far in advance should I organise a dressage competition?: Start planning at least 8 to 12 weeks before the competition date. Reserve the venue first, then confirm the rules, classes and officials before opening registration.
When should entries close for a dressage competition?: Close entries at least 7 to 10 days before competition day. This leaves time to process fees, update the participant list, assign stalls and publish accurate start times.
What equipment is easy to forget for a dressage competition?: Power supplies and communication equipment are commonly missed: extension cords, power strips, power banks, walkie-talkies and a microphone. Check them 2 to 3 days before setup, along with the printer and printed match forms.
When should I publish dressage competition start times?: Publish start times after registrations, officials and the starting order are confirmed, ideally 5 to 7 days before the event. Send the same final information to participants so arrival, parking and stall arrangements are clear.

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