Horse Riding Competition Checklist and Planning Guide
A horse riding competition depends on timing, clear rules and a safe, well-prepared venue. Start by securing the venue and jury, then set the competition format before opening registrations. In the final weeks, confirm riders, publish the start list, assign volunteers and check every arena and stable detail. This checklist also covers parking, catering, prizes and the equipment people often remember only when setup has already started.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve competition venue
Reserve the competition jury
Set the match rules
2 people
Define competition elements
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register entry fees
2 people
Confirm participants
2 people
Set up the starting order
2 people
Publish start list
Assign volunteers
2 people
Make a parking plan
2 people
Prepare route signs
2 people
Set up the prize table
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check horse stalls
2 people
Mow the competition field
2 people
Level the competition surface
3 people
Clean out the stables
3 people
Check obstacles
2 people
Set out dressage letters
2 people
Put up barriers
3 people
Mark the parking area
2 people
Set up judges' table
2 people
Set up the registration table
2 people
Set up the catering area
3 people
Fill coolers
2 people
Set out coffee and tea
2 people
Prepare sandwiches and snacks
4 people
Set out the trophies
2 people
Test the equipment and microphone
2 people
Prepare the jury forms
2 people
Check site safety
3 people
Event
Receive participants
3 people
Register horses
2 people
Hand out race numbers
2 people
Guide horses to stalls
3 people
Give the opening briefing
2 people
Open the warm-up area
2 people
Start the competition
4 people
Announce starting order
Hand out judging forms
2 people
Record match progress
2 people
Guide the horses to the start
3 people
Guide the loosening area
2 people
Collect jury forms
2 people
Process interim results
2 people
Serve drinks
3 people
Serve sandwiches and snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check the final results
3 people
Prepare awards ceremony
3 people
Handle prize ceremony
4 people
Guide participant departures
3 people
Check out horses
2 people
Aftercare
Walk the grounds
3 people
Dismantle competition equipment
4 people
Clear the obstacles
3 people
Clean the stables
3 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Send results to participants
Archive prizes and documents
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Folding chairsqty 80
- Judges' table
- Registration desk
- Prize table
- Clothes racksqty 2
- Parasolsqty 4
Sports equipment
- Dressage lettersqty 8
- Competition obstaclesqty 8
- Springboardsqty 16
- Obstacle standardsqty 16
- Conesqty 24
- Barrier tapeqty 6
- Bib numbersqty 60
- Bib holdersqty 60
- Measuring tapesqty 2
- Hay balesqty 20
- Wheelbarrowsqty 3
- Manure forksqty 4
- Scoopsqty 3
- Pitchforksqty 3
- Buckets of waterqty 12
- Feed bowlsqty 12
- Drinking bowlsqty 12
- Stable brushesqty 6
- Haltersqty 12
- Lane rakesqty 3
- Lane rope
- Jury formsqty 100
- Starting listsqty 80
- Result formsqty 80
- Pensqty 30
- Clipboardsqty 12
- Stamp set
- Prize boxesqty 12
Equipment
- Sound speakerqty 2
- Microphone
- Extension cordsqty 4
- Power stripsqty 4
- Power banksqty 4
- Calculatorsqty 3
- Walkie-talkiesqty 8
- Printer
- Laptop
Lighting
- LED lampsqty 6
- Battery lanternsqty 6
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 80
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 12
- Thermos flasksqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving tongsqty 8
- Corkscrewsqty 2
Decorations
- Buntingqty 8
- Dutch flagsqty 4
- Competition bannersqty 4
- Prize ribbonsqty 60
- Trophiesqty 12
- Medal ribbonsqty 60
Cleaning
- Broomsqty 4
- Trash binsqty 8
- Mopsqty 4
- Bucketsqty 6
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
- Towel dispensersqty 6
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Flashlightsqty 6
- Safety vestsqty 12
Catering
- Groceries
Tips
- Set the competition format before sending invitations. Define the rules, competition elements and entry information first, so riders know exactly what they are signing up for.
- Close registrations early enough to build the starting order and publish the start list before competition day. Use the final registration data to confirm participants, entry fees and dietary requirements.
- Inspect the arena and stables at least one week before the event. The field may need mowing and levelling, while obstacles, dressage letters, stable cleaning and water supplies need a separate check.
- Assign volunteers to specific jobs rather than giving everyone a general instruction. Cover registration, parking, route signs, arena support, catering and the prize table, with a named backup for each area.
- Calculate catering from the confirmed participant and volunteer numbers, then shop after checking the list. Set up the judges’ table, registration desk and prize table before riders arrive, not during the first class.
Frequently asked questions
- How far in advance should I organise a horse riding competition?
- Reserve the venue and competition jury at least 3 to 6 months ahead, especially during the busy riding season. Finalise the rules and competition elements before opening registration.
- When should I publish the start list for a horse riding competition?
- Publish it at least 3 to 7 days before the competition. This gives riders time to check their class, starting position and arrival schedule, while leaving room to correct registration errors.
- How many volunteers are needed for a horse riding competition?
- Plan for at least 1 volunteer per operational area, plus 2 to 3 floaters for breaks and unexpected tasks. A small competition commonly needs around 8 to 12 volunteers for registration, parking, arena support, catering and prizes.
- What should I check at the venue before competition day?
- Complete the main venue inspection 5 to 7 days beforehand and repeat a safety walk-through on the day. Check the competition surface, obstacles, dressage letters, lane boundaries, stables, water points, signs and parking route.
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