Eventing competition checklist

An eventing competition depends on more than a course and a start list. You need officials, veterinary and first-aid cover, suitable ground, horse facilities, clear timings, and a workable parking and site plan. Start with the date, venue, rules, permits, and insurance, then move through entries, staffing, equipment, and course preparation. This checklist helps you keep the less visible jobs—such as dietary requirements, participant folders, and water points—from being left until the final week.

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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
2 people
Set the competition rules
2 people
Apply for permits
2 people
Arrange competition insurance
Confirm officials
2 people
Arranging a veterinarian
Book the farrier
Arrange first aid coverage
Make a parking plan
2 people
Develop site layout
3 people
Send invitations
2 people
Process registrations
2 people
Collect entry fees
Collect dietary requirements
Publish start list
2 people
Communicate start times
Order prizes and ribbons
Have the course marked out
3 people
Level the dressage arena
3 people
Level the jumping area
3 people
Check ground conditions
2 people
Assign stalls and paddocks
2 people
Prepare race numbers
2 people
Fill participant folders
2 people
Make route signs
2 people
Assign volunteers
2 people
Prepare a volunteer briefing
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Mow the grounds
2 people
Check cross-country obstacles
3 people
Set out dressage letters
2 people
Set up the obstacle course
4 people
Set up traffic signs
2 people
Set up the start and finish area
4 people
Build the tent and catering point
4 people
Set up tables and chairs
4 people
Test the lighting
2 people
Fill coolers
2 people
Set up the coffee station
2 people
Prepare catering
3 people
Set up judges' table
2 people
Test the PA system
2 people
Prepare first aid supplies
2 people

Event

Welcome officials
2 people
Receive participants
4 people
Hand out race numbers
3 people
Register horses
3 people
Guide the veterinary inspection
3 people
Give the riders briefing
3 people
Guide dressage tests
5 people
Supervise the jump course
5 people
Guide cross-country
8 people
Keep the course clear
4 people
Give horses drinking water
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Process interim results
2 people
Handle announcements
Incident reporting
2 people
Check the final results
2 people
Present prizes
4 people
Check out participants
3 people
Check horses and stables
3 people
Guide the audience to the exit
3 people

Aftercare

Collect waste
4 people
Clean the catering area
3 people
Wash dishes
3 people
Turn off the area lighting
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Take down the jumping equipment
4 people
Remove course markings
3 people
Clear the dressage arena
3 people
Clean stalls and paddocks
4 people
Clean the grounds
5 people
Inventory materials
2 people
Return borrowed materials
3 people
Dispose of waste
2 people
Archive results
Send participants their results

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Judges' tableqty 2
Bar stoolsqty 6

Sports equipment

Jump obstaclesqty 14
Cross-country obstaclesqty 20
Dressage lettersqty 12
Dressage fencesqty 8
Start flagsqty 4
Finish flagsqty 4
Route arrowsqty 30
Course numbersqty 40
Barrier tapeqty 12
Conesqty 40
Measuring tapesqty 3
Stopwatchesqty 8
Scoreboardsqty 4
Horse water troughsqty 12
Hay netsqty 20
Hay balesqty 40
Fence panelsqty 30

Equipment

PA system
Wireless microphonesqty 2
Laptopsqty 2
Printersqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Flashlightsqty 8
Walkie-talkiesqty 10
Cash register

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Coolersqty 4

Cleaning

Broom setsqty 4
Trash binsqty 12
Handwashing stationsqty 3
Cleaning clothsqty 20
Bucketsqty 6
Scoopsqty 4
Wheelbarrowsqty 3

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Safety vestsqty 20
Flashlightsqty 8

Decorations

Competition flagsqty 12
Prize ribbonsqty 15
Rosettesqty 15

Catering

Groceries

Tips

Set the date and venue before opening entries. Allow time to confirm permits, competition insurance, officials, a veterinarian, a farrier, and first-aid coverage before publishing the event details.
Close registrations early enough to process entry fees, collect dietary requirements, assign stalls or paddocks, and publish a reliable start list. Send start times only after the running order and course schedule are stable.
Walk the site before event week and check ground conditions, drainage, parking, access routes, and the layout of arenas and spectator areas. Level the dressage arena and jumping area only after confirming where traffic and horse holding areas will be.
Prepare course materials as a complete set: obstacles, dressage letters and fences, flags, route arrows, course numbers, cones, barrier tape, and measuring tapes. Mark out the course and verify every number and direction before officials arrive.
Test the operational equipment at least one day ahead. Check the PA system, wireless microphones, laptops, printers, extension cords, power strips, scoreboards, stopwatches, coolers, flashlights, and horse water troughs rather than discovering a missing cable on competition morning.

Frequently asked questions

How far in advance should I organise an eventing competition?: Start the core planning at least 12 weeks before the competition. Set the date and venue first, then allow time for permits, insurance, officials, entries, horse facilities, and course preparation.
When should I publish the eventing competition start list?: Publish it after registrations, payments, divisions, and stall or paddock assignments have been checked. A practical target is 3 to 7 days before the event, with start times communicated immediately afterward.
How many officials and support roles do I need for an eventing competition?: The exact number depends on the schedule and competition format, but plan separate coverage for judges, course officials, veterinary support, farrier services, first aid, scoring, parking, and arena or horse-area stewards. Confirm named people at least 2 weeks before the event.
When should I prepare the eventing course and arenas?: Check the ground and site layout during the week before the event, then mark out the course and level the arenas as conditions allow. Complete a final safety and numbering check no later than the day before competition.

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