What to buy for an equestrian competition

Use this shopping list to prepare the practical supplies for an equestrian competition, from course equipment and bib numbers to tables, radios and catering gear. It covers what officials, riders, volunteers and spectators need on the day. Check quantities against your entry list, arena layout and number of staff before ordering. Supplies such as printer paper, extension cords, manure tools and drinking-water equipment are easy to overlook and difficult to replace once trailers arrive.

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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
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 200 pots
- Mineral water - 12 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Ham - 4 kilos
- Cheese - 4 kilos
- Chicken breast - 3 kilo
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Butter - 2 kilos
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 5 kilos
- Cookies - 8 packs
- Muesli bars - 120 pieces
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Trash bags - 150 pieces
- Coffee filters - 2 packs
- Wooden stirrers - 500 pieces
- Sugar packets - 300 pieces

Tips

Count bib numbers, holders and printed start lists against the final entries, then add at least 5 spare sets for late changes, damage or replacements.
Plan one communication method for every key working point: allow enough walkie-talkies for the jury, secretariat, course team, parking team and safety staff, with at least 2 spare units.
Measure the arena and course before buying barriers, cones, letters or spring equipment. A layout check 7–14 days before competition day gives you time to replace missing or unsuitable pieces.
Provide a clear power plan for the laptop, printer, sound system, microphones, coffee machines and coolers. Bring extension cords, power strips and suitable cable protection rather than relying on one outlet.
Buy manure balls, wheelbarrows and water bowls before the final week, and assign quantities to each stable or course area. These items are often forgotten because they are not part of the competition equipment itself.

Frequently asked questions

How many bib numbers should I buy for an equestrian competition?: Buy one number for every registered horse-and-rider entry, plus at least 5 spare numbers or about 10% extra for changes and replacements. Print the final start lists after registration closes and keep spare holders at the secretariat.
How many walkie-talkies do I need for a horse competition?: Allow one radio for each essential team position, such as the jury, secretariat, course crew, parking and safety coordinator. For a small competition, 8–12 units usually gives working teams coverage, with 2 spare units for failures or charging.
When should I order ribbons and trophies for an equestrian competition?: Order ribbons and trophies at least 3–4 weeks before competition day. Confirm the classes, placing structure and spelling of names before submitting the order, and keep a small reserve of ribbons for scoring changes.
How much seating and shelter do I need for an equestrian competition?: Provide seating for officials, the secretariat and the number of guests you expect to remain on site, then add roughly 10% spare chairs. Place party tents and tables at least 1–2 days before the event if weather or ground conditions could affect setup.

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