Horse cross-country event checklist

A horse cross-country event needs more than a marked course and a start list. You must coordinate permits, insurance, veterinary support, safety checks, traffic flow, officials, volunteers and horse welfare well before riders arrive. This checklist puts the work in a practical order, from choosing the date and route to the final course inspection. Use it to track registrations, prepare bibs and signs, brief your team and avoid last-minute gaps around water, feed, parking and timing.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and route
2 people
Arrange permits and notifications
Check insurance
Arranging a veterinarian
Carry out course inspection
3 people
Draw up participant rules
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Assign start numbers
2 people
Publish start list
Recruit volunteers
2 people
Assign volunteers
2 people
Confirm judges
Confirm the announcer
Plan vet briefing
2 people
Develop the traffic plan
2 people
Create the parking layout
2 people
Prepare route signs
2 people
Print bib numbers
2 people
Email participant information
Check the weather forecast
Check the course again
3 people
Safely place obstacles
4 people
Check barriers
3 people
Prepare stables and paddocks
3 people
Set up water stations
2 people
Mark out the parking area
4 people
Set up the tent and reception desk
4 people
Prepare catering
3 people
Test the cash register and card terminal
2 people
Test audio and microphone
2 people
Check sanitary facilities
2 people
Put up signs and signage
3 people
Set up the registration table
2 people
Lay out bib numbers
2 people
Set up judges' table
2 people
Walk the final course route
4 people
Brief volunteers
3 people

Event

Register horses and riders
4 people
Hand out race numbers
2 people
Host the horse inspection
3 people
Guide riders to the start
3 people
Support cross rounds
8 people
Record split times
3 people
Check course safety
6 people
Keep the audience behind the barrier
4 people
Give horses water
3 people
Arrange announcements and start information
2 people
Keep drinks cold
2 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Check results
2 people
Set out prizes
2 people
Support awards ceremony
4 people
Lead horses and trailers out
4 people
Carry out the final site check
3 people
Close catering
3 people

Aftercare

Dismantle obstacles
4 people
Remove the barriers
4 people
Clean stalls and paddocks
3 people
Clear the site
5 people
Collect waste
4 people
Wash dishes
3 people
Clean tables and chairs
3 people
Take down the tent and reception desk
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Publish results online
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Registration desk
Judges' table
Stoolsqty 8

Sports equipment

Cross-country obstaclesqty 18
Marker postsqty 80
Route ribbonsqty 12
Starting gate
Finishing cloth
Bib numbersqty 100
Race numbersqty 100
Stopwatchesqty 6
Spare batteriesqty 24
Measuring tapesqty 3
Horse water troughsqty 8
Hay and feed troughsqty 20
Wheelbarrowsqty 4
Scoopsqty 6
Pitchforksqty 4
Brushes for horsesqty 12
Rope haltersqty 12
Lunge linesqty 6
Horse blanketsqty 6
Cleaning bucketsqty 6
Bales of strawqty 20
Bales of hayqty 12
Cleaning bucketsqty 8
Water jerry cansqty 10
Traffic conesqty 30
Traffic barriersqty 20
Conesqty 30
Vestsqty 30
Flashlightsqty 8

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Cash register
Payment terminal
Thermo boxesqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Hot platesqty 2
Fire extinguishersqty 4
First aid kitsqty 3

Lighting

LED lampsqty 12
String lightsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 200
Platesqty 150
Cutlery setsqty 150
Soup ladlesqty 6
Serving spoonsqty 10
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 6
Aluminum foilqty 4
Cling filmqty 4

Decorations

Start and finish bannersqty 4
Stage ribbonsqty 6
Trophiesqty 12
Rosettesqty 30
Tableclothsqty 12

Cleaning

Broomqty 6
Floor squeegeesqty 4
Waste binsqty 12
Litter pickersqty 4
Hand soap dispensersqty 6
Paper dispensersqty 6

Catering

Groceries

Tips

Set the date and route before opening registration, then allow enough time for permits, notifications, insurance checks and a full course inspection. Recheck the route after any construction, heavy rain or other ground changes.
Send participant information before the event with the start list, start numbers, rules, parking instructions and any dietary details you collected. A final email 2–3 days beforehand can reduce questions at registration.
Plan volunteers by post, not just by total headcount. Cover registration, parking, obstacles, crossings, timing and horse-care areas, and give each person a named position and briefing time.
Walk the course again on the day before and mark every turn with route ribbons or marker posts. Check that obstacles, the starting gate and finishing cloth are visible from the intended approach and that spare batteries are ready for stopwatches.
Prepare horse welfare points before riders arrive. Place water troughs, hay or feed troughs, straw bales, cleaning buckets and basic handling equipment where the vet and helpers can reach them quickly.

Frequently asked questions

How far in advance should I organise a horse cross-country event?: Start planning at least 8–12 weeks ahead. Set the route, permits, notifications, insurance and veterinary arrangements first; then open registration and recruit volunteers. Complete the final course check and weather review during the last 48 hours.
What should be included in a horse cross-country event checklist?: Include the route and permits, insurance, veterinary cover, participant rules, registration, start groups, officials, volunteers, traffic and parking plans, course signs, timing equipment and horse-care supplies. Review the full checklist at least twice: once a week before the event and again 24 hours before it.
When should I publish the horse cross-country start list?: Publish the start list after registrations are processed, start groups are assigned and numbers are confirmed. Aim to send it 2–3 days before the event so riders can check their time, route information and parking arrangements.
How do I prepare the course on event day?: Carry out a final walk or ride-through before the first start, ideally 2–3 hours in advance. Check obstacles, ribbons, marker posts, the starting gate, finishing cloth and crossings, then keep a small team available to correct signs or hazards during the event.

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.