Dressage competition checklist

A dressage competition depends on dozens of small details being ready in the right order. Set the rules and date first, then secure the arena, officials, volunteers and entries before ordering supplies. In the final week, publish the start lists, print protocols, prepare numbers and confirm catering. This checklist also helps you catch commonly missed items, such as horse water, power for the PA system, parking controls and a working printer on competition 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

Set the competition rules
2 people
Confirm competition date
Reserve the competition area
Assign judges
Confirm competition secretary
Arrange announcer
Recruit volunteers
2 people
Send invitations
2 people
Open registration
Collect the start lists
Process registrations
2 people
Collect dietary requirements
Check the entry fees
Publish start lists
Order prizes
Order rosettes
Book catering
Create the parking layout
2 people
Create volunteer schedule
Print protocols
2 people
Prepare race numbers
2 people
Checking prizes
2 people
Check the shopping list
Do the shopping
2 people
Inspect the site
2 people
Check the weather forecast
Gather materials
3 people
Fill coolers
2 people

Event

Mark out the site
4 people
Set up dressage ring
4 people
Mark the entry lane
3 people
Set up the jury table
2 people
Set up audience tables
3 people
Set up the prize table
2 people
Put up the information board
Put up parking signs
2 people
Lay out jury supplies
2 people
Set out the protocols
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Receive the jury
Register participants
3 people
Hand out race numbers
2 people
Direct Horses to Parking Areas
3 people
Welcome the audience
2 people
Open the match
Announce starting order
Submit jury protocols
2 people
Record match progress
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Announce breaks
Check toilets
Empty trash bins
2 people
Check results
2 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
See participants off
2 people

Aftercare

Dismantle competition equipment
4 people
Clear away furniture
4 people
Wash dishes
3 people
Clean up catering
2 people
Clean the grounds
4 people
Dispose of waste
2 people
Publish results
Archive protocols
Return borrowed materials
2 people
Store leftover stock
2 people
Leave the site clean
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Judges' table
Prize table

Sports equipment

Dressage lettersqty 8
Dressage fencesqty 24
Conesqty 20
Bollardsqty 20
Barrier tapeqty 4
Ground cover
Wheelbarrowsqty 2
Hay balesqty 12
Horse water troughsqty 8
Water barrelsqty 4
First aid kitsqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
PA system
Microphoneqty 2
Laptop
Printer
Coolersqty 4

Kitchen

Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Ice packsqty 16

Decorations

Flagsqty 12
Tableclothsqty 8
Flower arrangementsqty 4
Information boardsqty 4
Parking signsqty 8
Bib holdersqty 40

Catering

Coffee maker
Hot drink urnsqty 3
Coffee creamer jugsqty 3
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 3
Spongesqty 6

Lighting

Outdoor lightsqty 6
String lightsqty 4

Tips

Confirm the judges, secretary and announcer before opening registration. Their availability determines the timetable, and replacing an official at short notice can delay every class.
Close entries early enough to process payments, dietary requirements and start lists. Leave at least 3–5 days between the entry deadline and publication so corrections do not become a competition-day problem.
Walk the site before setup and mark the arena, parking route and spectator areas. Check that dressage letters, fences, cones, bollards and barrier tape are complete, clean and in the right locations.
Test the PA system, microphone, laptop, printer and extension cords before competitors arrive. Print a spare copy of every protocol and keep backup power access available at the judges’ and secretary’s tables.
Plan horse facilities as carefully as the hospitality area. Count the horse water troughs and water barrels, place hay bales and wheelbarrows where they are needed, and keep ground cover ready for wet or muddy areas.

Frequently asked questions

When should I open entries for a dressage competition?: Open registration once the rules, date, venue and officials are confirmed. Set the closing date at least 3–5 days before publishing the start lists, allowing time to check fees and correct entry details.
How many volunteers do I need for a dressage competition?: The number depends on the number of arenas and classes, but assign named people to parking, arena support, the judges’ table, secretary duties and catering. Create the volunteer schedule at least 7 days before the event and include a reserve for breaks or sickness.
When should I order dressage rosettes and prizes?: Order them as soon as the classes and prize structure are fixed, preferably 2–3 weeks before competition day. Check the delivery and quantities at least 3 days before the event rather than discovering missing prizes during setup.
What should I check on the morning of a dressage competition?: Allow 2–3 hours before the first class for a full site inspection. Check the arena, dressage letters, fences, parking layout, horse water, PA system, protocols, race numbers, catering supplies and power connections before arrivals begin.

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.