Equestrian Competition Checklist

An equestrian competition depends on more than a course and a start list. You need officials, veterinary and farrier cover, permits, insurance, safe horse and trailer movement, and a clear plan for the competition area. Start with the date, venue and rules, then work through registrations, staffing, equipment and site checks. This checklist covers 75 planning tasks and 57 items, including course equipment, judging supplies, communications, catering and waste handling.

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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 race date and location
2 people
Set the competition rules
2 people
Arrange permits and notifications
Book the jury and race secretariat
2 people
Book a veterinarian and farrier
Confirm route builder
Arrange first aid coverage
Check competition insurance
Publish participant rules
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check entry fees and payments
2 people
Prepare start lists
2 people
Send start lists to participants
Order prizes and ribbons
Create a traffic plan for trailers
2 people
Create trailer parking layout
2 people
Inspect the competition area
3 people
Check ground and fencing
2 people
Check power outlets and lighting
2 people
Compile shopping list
2 people
Purchase catering and drinks
3 people
Check competition materials
3 people
Sort prizes and bib numbers
2 people
Mow and clear the field
3 people
Mark stalls and parking spaces
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the secretariat
2 people
Set up the jury table and jury booth
3 people
Set up the course and practice area
5 people
Place race letters and route signs
2 people
Mark the start and finish lines
2 people
Test the equipment and microphone
2 people
Set up coffee point and catering
3 people
Set up the first aid station
2 people
Check and restock toilets
2 people

Event

Welcome participants and horses
4 people
Check horses on arrival
2 people
Hand out start numbers and program
2 people
Direct parking
3 people
Direct riders to the paddock
2 people
Provide jury briefing
3 people
Open practice area
2 people
Provide announcements and race information
2 people
Track the start order
2 people
Process judges’ cards and results
3 people
Check the course between rounds
3 people
Monitor horse welfare and safety
3 people
Handle first aid and incidents
2 people
Serve coffee and tea
2 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
Guide participant departures
3 people
Securely close off the competition area
2 people

Aftercare

Take down course materials
5 people
Take down party tents
4 people
Clear tables and chairs
4 people
Remove race letters and signs
2 people
Clean and sort materials
4 people
Clean stalls and paddocks
4 people
Collect and remove waste
3 people
Clean the catering area
3 people
Wash dishes and kitchen equipment
3 people
Final cleaning of the toilets
2 people
Publish results
Send prize money and documents
Return rental items
2 people
Archive competition records
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Judges' table
Bar stoolsqty 4
Crowd control barriersqty 40

Sports equipment

Race lettersqty 12
Course barriersqty 24
Spring stanchionsqty 24
Springboardsqty 36
Water bowl
Dressage lettersqty 8
Conesqty 30
Measuring tapesqty 3
Bib numbersqty 120
Bib holdersqty 120
Ribbons for prizesqty 60
Trophiesqty 20
Balls for horse manureqty 6
Wheelbarrowsqty 4

Equipment

Laptopqty 2
Printer
Printer paperqty 5
Walkie-talkiesqty 8
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2

Tableware

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

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving plattersqty 12
Cooling matsqty 6

Lighting

LED work lightsqty 6
String lightsqty 6

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning clothsqty 24
Hand broomsqty 6
Waste binsqty 12
Waste binsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Emergency blanketsqty 6

Catering

Groceries

Tips

Confirm permits, notifications and competition insurance before opening registration. Allow at least 6–8 weeks for approvals, and do not publish a final schedule until the venue and rules are confirmed.
Book the jury, race secretariat, veterinarian, farrier, route builder and first-aid team early. Aim to have every key role confirmed at least 4 weeks before competition day, with a contact list for last-minute changes.
Set trailer traffic and parking before sending arrival information. Draw a layout with separate entry and exit routes, assign parking spaces where possible, and check that emergency access remains clear throughout the event.
Inspect the ground, fencing, power outlets and lighting during the same week as the competition. Test the sound system, microphones, laptop, printer and walkie-talkies on site rather than discovering a connection problem on the morning.
Prepare the start lists, bib numbers, prizes and catering quantities from the final registration data. Print spare start lists and bibs, and keep ribbons, trophies, coolers, coffee machines and waste equipment in clearly labelled setup areas.

Frequently asked questions

How far in advance should I organise an equestrian competition?: Begin venue, date and permit planning at least 8–12 weeks ahead. Confirm officials, veterinary support, insurance and the route builder around 4–6 weeks before the event, then close final operational checks during the last week.
What officials and support staff does an equestrian competition need?: Plan for a jury, race secretariat, route builder, veterinarian, farrier and first-aid coverage. Confirm each role at least 4 weeks in advance and provide the final timetable, site map and emergency contacts no later than 7 days before competition day.
When should registration and start lists be finalised?: Keep registration open long enough to collect participant details, payments and dietary requirements, then set a clear closing deadline. Finalise and send start lists 3–7 days before the competition, leaving time to correct entries and print spare copies.
How do I plan trailer parking for an equestrian competition?: Create the trailer traffic plan and parking layout at least 2 weeks before the event. Mark the entrance, exit, unloading areas, pedestrian routes and emergency lane, and communicate arrival instructions with the start lists or participant information.

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.