Horse Riding Competition Checklist

A horse riding competition needs more than a course and a start list. You need to secure the venue, define categories and rules, confirm officials, and check permits and insurance before registrations open. In the final weeks, organise horse stalls, trailer parking, welfare support, signage, bib numbers and prizes. This checklist puts the work in a practical order so participants, judges and horses know what to expect on competition day.

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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 the competition area
Set competition categories
2 people
Draw up competition rules
2 people
Assign judges
Confirm route builder
Book a speaker and announcer
Confirm veterinarian availability
Arrange first aid staffing
Check permits
Check insurance papers
Inspect the competition venue
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Register entry fees
2 people
Compile start list
2 people
Publish start list
Send participant information
Arrange the horse stalls
2 people
Create a parking plan for trailers
2 people
Order prizes and rosettes
Make bib numbers
2 people
Print maps and signage
2 people
Confirm materials and transport
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast

Event

Check the venue and ground conditions
3 people
Open the paddocks and stables
3 people
Set up the competition secretariat
3 people
Set up judges' table
2 people
Set out the course
4 people
Mark the warm-up track
2 people
Set up crowd barriers
3 people
Build the catering point
3 people
Display prizes and rosettes
2 people
Test sound system
2 people
Register participants
3 people
Check horse papers
2 people
Hand out race numbers
2 people
Direct participants to the warm-up
2 people
Welcome the audience
3 people
Handle the opening announcement
Supervise competition events
6 people
Keep track of start and results lists
2 people
Refill drinks
2 people
Serve snacks
3 people
Inform the audience and participants
Check paddocks
2 people
Restore the course in between
3 people
Staff first aid point
2 people
Keep veterinarian on call
Check results
2 people
Prepare awards ceremony
3 people
Support awards ceremony
3 people
Guide the audience to the exit
2 people
Check out the horses and participants
3 people

Aftercare

Close catering
3 people
Dismantle the course
4 people
Make the site clean and safe
5 people
Collect waste
3 people
Clean tableware and supplies
3 people
Archive results digitally
Send participants their results
Return borrowed materials
2 people
Store leftover stock
2 people
Hand over the venue
2 people

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
Clothes racksqty 2

Sports equipment

Jump obstaclesqty 12
Barsqty 24
Standsqty 24
Dressage lettersqty 12
Conesqty 30
Crowd control barriersqty 40
Barrier tapeqty 400
Bib numbersqty 80
Bib holdersqty 80
Measuring tapesqty 3
Rakeqty 4
Scoopsqty 4
Wheelbarrowsqty 2
Brushesqty 6
Horse water troughsqty 12
Hay netsqty 12
Power cables for paddocksqty 12
Paddock postsqty 60

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Handheld megaphone

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Competition flagsqty 20
Bannersqty 8
Directional signsqty 15

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Cooler thermometersqty 2

Cleaning

Waste binsqty 10
Broomqty 4
Litter pickersqty 3
Bucketsqty 6
Mopsqty 4
Spongesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the competition structure before publishing registration: confirm the categories, write the rules, appoint judges and confirm the route builder. Changing these details after entries open creates avoidable questions and rework.
Check permits, insurance papers and venue conditions well before the event date. Arrange a venue inspection early enough to fix access, footing, fencing and power problems before equipment arrives.
Publish clear participant information after processing registrations. Include the start list, arrival instructions, horse-stall arrangements, trailer parking plan, maps, signage and any dietary requirements you have collected.
Treat horse welfare as a scheduled part of the plan, not a last-minute call. Confirm veterinarian availability, prepare water troughs and hay nets, and check that paddock posts and power cables are ready for the number of horses expected.
Pack event-day communication and control equipment together. Test the sound system, wireless microphones, speakers, extension cords and power strips before setup, and keep a handheld megaphone available if noise or distance makes announcements difficult.

Frequently asked questions

How early should I organise a horse riding competition?: Start the main planning at least 8 to 12 weeks before competition day. Venue booking, officials, permits, insurance, rules and registration need to be settled before participants receive final information.
When should I publish the start list for a horse riding competition?: Publish it as soon as registrations and entry fees have been checked, ideally 5 to 7 days before the event. This gives riders time to confirm arrival times, horse stalls, trailer parking and any schedule conflicts.
How many judges and officials do I need for a horse riding competition?: The number depends on the categories, course and running order, so assign roles before registration opens. Confirm the judges, route builder, speaker or announcer, veterinarian and first-aid staff no later than 2 to 4 weeks before the event.
What should be checked the day before a horse riding competition?: Inspect the venue, course equipment, barriers, signage, stalls, water points and power connections the day before. Also verify that bib numbers, maps, prizes and the latest start list are ready for distribution.

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.