Horse race checklist: what to arrange and when

A horse race involves more than booking a venue and inviting riders. You need permits, insurance, veterinary and first-aid cover, horse transport, stable spaces, a clear course and a workable arrival plan. This checklist puts the preparation in order, from opening registration to sending the final start list. It also covers the details that are easy to miss, such as feed, water, manure removal, parking, crowd barriers and award presentation setup.

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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
Arrange first aid coverage
Invite participants
2 people
Send audience invitations
2 people
Open registration form
Publish competition rules
Process registrations
2 people
Collect dietary requirements
Check the horse lists
2 people
Assign starter groups
2 people
Assign start numbers
Send the start list
Confirm horse transport
Allocate stable spaces
2 people
Set the public route
2 people
Create the parking layout
Prepare awards ceremony
2 people
Check the shopping list
2 people
Do the shopping
3 people
Stock up on horse feed
2 people
Inspect the competition area
3 people
Level the ground
3 people
Prepare the stables
3 people
Set out the course
4 people
Set up crowd barriers
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Prepare catering
3 people
Set up the competition secretariat
2 people
Mark the start and finish lines
3 people
Guide the horses' arrival
4 people
Check horse papers
2 people
Have the horses inspected
2 people
Register riders
2 people
Give rider briefing
2 people

Event

Welcome the audience
4 people
Hand out race numbers
2 people
Check paddock access
2 people
Bring the horses up front
4 people
Start the first race
4 people
Record intermediate results
2 people
Keep the course safe
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Water the horses
3 people
Start the second race
4 people
Start third race
4 people
Start the final race
4 people
Check results
2 people
Prepare prizes for winners
2 people
Present prizes
3 people
Guide the audience
3 people
Care for horses after the event
4 people
Escort horses on departure
4 people
See the crowd off
3 people

Aftercare

Catering breakdown
3 people
Collect waste
4 people
Wash dishes
3 people
Clear the course
5 people
Clean the stables
4 people
Clean the grounds
5 people
Take down tents
4 people
Put furniture back
4 people
Remove lighting
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
High tablesqty 6
Dressing room tablesqty 2

Sports equipment

Starting gatesqty 2
Finish arch
Course conesqty 30
Crowd control barriersqty 40
Conesqty 24
Bib numbersqty 40
Bib numbersqty 40
Stopwatchesqty 4
Measuring tapesqty 2
Barrier tapeqty 6
Flagsqty 12
Prize trophiesqty 6
Medal ribbonsqty 20
Competition bibsqty 12

Animal care

Water tubsqty 12
Feed bowlsqty 12
Hay netsqty 12
Haltersqty 12
Rope linesqty 12
Cleaning kitsqty 6
Wheelbarrowsqty 3
Manure forksqty 4
Hay balesqty 30
Hay balesqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency exit signsqty 6
Warning signsqty 12
Safety vestsqty 12
Flashlightsqty 6

Equipment

Microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6
Cash boxesqty 2
Laptopsqty 2
Printersqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Storage binsqty 12

Cleaning

Waste binsqty 8
Mop setsqty 2
Broomsqty 4
Spongesqty 12

Catering

Groceries

Tips

Start with the venue, permit and insurance checks before opening registration. Confirm the competition area can accommodate the course, starting gates, finish arch, parking layout and spectator route.
Set a firm registration deadline and send the start list only after checking horse lists, dietary requirements, starter groups and start numbers. Allow at least 3 days for participants to report errors.
Plan horse logistics separately from spectator logistics. Confirm transport, allocate stable spaces, and prepare water tubs, feed bowls, hay nets, halters and cleaning equipment before horses arrive.
Inspect the ground at least 1 day before the race and level uneven sections before placing cones, flags, barrier tape and crowd-control barriers. Keep the public route separate from horse movement wherever possible.
Prepare the awards area before race day, including prize trophies and medal ribbons. Check stopwatches, measuring tapes, bibs and spare signage during the final shopping-list review, not after the first group starts.

Frequently asked questions

How far in advance should I organize a horse race?: Start venue, permit, insurance and veterinary arrangements at least 8 to 12 weeks before the event. Open registration only after the competition rules and safety coverage are confirmed.
When should I send the horse race start list?: Send the final start list about 3 days before the race, after processing registrations, checking horse lists and assigning start numbers. Include arrival, stable and transport information in the same message.
How much hay and water do horses need at a race?: Prepare enough hay for the full stay plus a reserve, and provide a water tub for every stable area or small group of horses. Check supplies again on the morning of the event and refill them throughout the day.
What safety arrangements are needed for a horse race?: Arrange first-aid coverage, a veterinarian, insurance and a published competition route before race day. Use barriers, cones, flags and barrier tape to keep spectators away from the course and horse access routes.

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.