Harness Racing Competition Checklist

A harness racing competition depends on more than the race itself. You need the venue, permit, insurance, veterinarian, entries and race schedule settled before race day, then a safe and measurable track prepared on site. This checklist covers the order of work, from setting the rules and processing registrations to assigning bib numbers, briefing volunteers and setting up barriers, timing equipment, horse water and paperwork.

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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

Reserve competition venue
Apply for competition permit
Check insurance
Arranging a veterinarian
Set the match rules
2 people
Set up the race schedule
2 people
Invite participants
2 people
Send registration form
Process registrations
2 people
Check horse and rider details
2 people
Assign start numbers
2 people
Collect dietary requirements
Order catering
Order prizes and ribbons
Reserve materials
Assign volunteers
2 people
Send participant letter
Check the weather forecast
Do the shopping
2 people
Print the starting lists
Prepare match forms
Inspect the site
3 people
Level the track
3 people
Set up safety barriers
4 people
Mark the start and finish lines
2 people
Set up the paddock
3 people
Check stalls and boxes
2 people
Mark off audience sections
3 people
Set up tables and chairs
4 people
Set up tent and sales point
4 people
Set up the start clock and sound system
2 people
Set up the veterinary area
2 people
Prepare catering
3 people
Chill drinks
2 people
Set up the registration table
2 people

Event

Register participants
3 people
Veterinary check on horses
2 people
Hand out race numbers
2 people
Welcome the audience
3 people
Give the competition briefing
3 people
Guide horses to the paddock
4 people
Start races
5 people
Record times and results
3 people
Maintain the course during the event
3 people
Serve drinks
3 people
Serve snacks and meals
4 people
Refill drinks
2 people
Empty trash bins
2 people
Publish interim results
Prepare awards ceremony
2 people
Award prizes and ribbons
3 people
Ensure horses depart safely
4 people
See the audience out
3 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Clean the grounds
5 people
Remove fences and markers
4 people
Gather materials
3 people
Dispose of waste
2 people
Return rented equipment
2 people
Send results to participants
Leave venue clean
3 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Party tentsqty 3
Bar stoolsqty 6

Sports equipment

Conesqty 40
Crowd control barriersqty 80
Bib numbersqty 30
Bib holdersqty 30
Marking paintqty 6
Measuring tapesqty 3
Stopwatchesqty 4
Starting bell
Scoreboardsqty 2
Hay balesqty 20
Horse water troughsqty 12
Bucketsqty 20
Scoopsqty 6
Wheelbarrowsqty 3

Equipment

Walkie-talkiesqty 8
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 8
Cable reelsqty 3

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Ice packsqty 20
Handwash sinksqty 2

Decorations

Buntingqty 8
Competition flagsqty 6
Prize ribbonsqty 12
Tableclothsqty 12

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Toilet brushesqty 4
First aid kitsqty 2
Fire extinguishersqty 3

Catering

Groceries

Tips

Start the administrative work at least 8–12 weeks before the competition. Secure the venue, apply for the permit, confirm insurance and arrange a veterinarian before inviting participants.
Set a firm registration deadline 3–4 weeks before race day. Allow time to check horse and rider details, record dietary requirements, assign start numbers and print the starting lists.
Inspect the track 2–3 weeks ahead, then level it and mark the start and finish lines close to the event. Keep measuring tapes, marking paint, cones and crowd-control barriers ready for the final setup.
Create a volunteer rota with named people for registration, timing, safety, horse areas, catering and results. Give team leaders walkie-talkies and provide a short briefing before the first race.
Prepare a bad-weather decision by the day before the competition. Check tents, lighting, extension cords, power strips, hay, water troughs and buckets so the site remains usable and safe if conditions change.

Frequently asked questions

How far in advance should I organise a harness racing competition?: Begin venue, permit, insurance and veterinary arrangements 8–12 weeks before race day. Close registrations around 3–4 weeks beforehand so you can check details and publish the starting lists.
When should I apply for a harness racing competition permit?: Apply as soon as the venue and date are confirmed, preferably 8–12 weeks before the event. Permit processing times vary, so do not wait until the registration deadline.
How many volunteers are needed for a harness racing competition?: Plan separate coverage for registration, timing, safety barriers, horse welfare, catering and results, with at least one named lead for each area. For a small competition, start with 8–12 volunteers and increase that number for multiple races or a large crowd.
When should I set up the harness racing track?: Inspect the site 1–2 weeks before the event and complete final track preparation on the day before or early on race day. Mark the start and finish lines after levelling the track, then check barriers and spectator access before horses arrive.

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.