Horse riding competition checklist: what to arrange and when

Organising a horse riding competition means coordinating horses, riders, officials, facilities and safety details on a fixed timetable. Start by choosing the competition format and date, then secure the venue, jury, route builder, veterinary support and farrier. Registration, insurance, fees and horse-and-rider details need checking before you publish the start list. The final week is for layouts, deliveries, prizes, welfare paperwork, equipment and weather checks—not for discovering that essential supplies are missing.

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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 competition format
2 people
Confirm location and match date
2 people
Set the jury and competition management
2 people
Confirm route builder
Inform the vet and farrier
2 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Check competition insurance
Process registrations
2 people
Register entry fees
2 people
Check horse and rider details
2 people
Collect dietary requirements
Publish start list
2 people
Distribute the competition rules
Create the parking layout
2 people
Create the stable and paddock layout
2 people
Confirm deliveries and reservations
2 people
Order prizes and ribbons
Check the shopping list
2 people
Do the shopping
3 people
Gather competition materials
3 people
Sort prizes and bib numbers
2 people
Print horse welfare plan
Check the weather forecast
Chill drinks
2 people
Inspect the grounds and parking lot
3 people
Check the paddocks and stables
3 people
Drag the arena
2 people
Drag the competition course
2 people
Set up the course
4 people
Set out the dressage ring
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Mark the start and finish areas
2 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Test sound and microphones
2 people
Set up the jury table and scoring station
3 people
Set out first aid and safety equipment
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Check horses at the stables
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Give the opening briefing
2 people
Guide the course walk-through
2 people
Supervise the competition event
6 people
Record time and penalty points
3 people
Care for horses between rounds
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Restock snacks and sandwiches
3 people
Keep the audience area clean
2 people
Monitor the track and safety
3 people
Check results
3 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
See off the horses and participants
3 people
Escort the last visitors
2 people

Aftercare

Dismantle the course
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Collect waste
3 people
Clean the track and grounds
4 people
Check the stables and paddocks
3 people
Archive scoring materials
2 people
Return borrowed materials
2 people
Store unused groceries
2 people
Publish results and photos
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' tableqty 2
Beer tablesqty 4
Waste binsqty 8

Sports equipment

Spring stanchionsqty 24
Springboardsqty 36
Water bowl
Dressage lettersqty 12
Dressage fencesqty 8
Course barrierqty 120
Conesqty 30
Marking tapeqty 6
Brushesqty 8
Bridle racksqty 12
Bib numbersqty 60
Bib holdersqty 60
Rank boardsqty 3
Prizesqty 12
Bristle brushesqty 12
Bridle setsqty 4
Buckets of waterqty 24
Feed bucketsqty 24
Hay netsqty 24
Wheelbarrowsqty 4
Manure forksqty 6
Scoopsqty 4
Lane rope
Sled board

Equipment

Laptopqty 2
Printer
Stopwatchesqty 4
Walkie-talkiesqty 8
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Speakersqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Decorations

Competition flagsqty 12
Buntingqty 8
Directional signsqty 12
Program standsqty 4

Lighting

LED light stringsqty 8
Work lightsqty 4

Cleaning

Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Hand broomsqty 6
Toilet brushesqty 3
Washable cleaning clothsqty 24

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Cool bagsqty 6
Food containersqty 12
Aluminum foilqty 4

Catering

Groceries

Tips

Set the competition format and confirm the venue at least 8–12 weeks before the match date. This gives you time to appoint the jury and competition management, confirm the route builder, and arrange veterinary and farrier cover.
Close registration early enough to verify every horse and rider detail before publishing the start list. Allow at least 3–5 days between the registration deadline and the first class so corrections do not disrupt the timetable.
Draw the parking, stable and paddock layouts before sending final event information. Mark vehicle routes, horse movement areas and waste points clearly, and keep a separate area for hay, feed buckets and water buckets.
Prepare the horse welfare plan before event week and print copies for the officials and stable team. Check water bowls, hay nets, manure forks, wheelbarrows and scoops together rather than assuming each supplier will bring them.
Do a full equipment and delivery check 2–3 days before the competition. Count bib numbers, bib holders, rank boards, prizes, ribbons, dressage letters, fences, cones, marking tape and lane rope, then check the weather forecast and adjust tents or shelter arrangements.

Frequently asked questions

How far in advance should I organise a horse riding competition?: Start venue, date and official planning 8–12 weeks ahead. Open registration once the format, rules, insurance and essential staffing are confirmed, and reserve the final week for checks rather than major bookings.
When should I publish the start list for a horse riding competition?: Publish it after registrations close and all horse and rider details have been checked. A practical deadline is 3–5 days before the competition, leaving time to correct withdrawals, class changes or missing information.
What equipment is easy to forget for a horse riding competition?: Small operational items are often missed: bib holders, rank boards, dressage letters, cones, marking tape, bridle racks, manure forks and scoops. Count them 2–3 days before the event and match the quantity to the number of arenas, stables and officials.
When should I check the weather for a horse riding competition?: Check the forecast 3–5 days before the competition, then again the evening before and on the event morning. Use the result to review party tents, water supplies, footing, parking access and the horse welfare plan.

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