Horse riding competition checklist

A horse riding competition needs more than a course and a start list. This checklist takes you from venue booking and rules through registrations, horse papers, officials, ground preparation and competition-day setup. It also covers details that are often left too late, such as dietary requirements, prize money, bib numbers, printed forms and stable checks. Use the plan to give each job an owner and set deadlines before riders and horses arrive.

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

Reserve competition venue
Set the match rules
2 people
Define competition elements
2 people
Assign judges
Confirm route builder
Set the entry fee and prize money
2 people
Create a registration form
Send invitations
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Publish start list
Send participant information
2 people
Check horse papers
2 people
Assign volunteers
2 people
Order catering
Order prizes and ribbons
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Sort bib numbers
2 people
Print competition forms
Set out prize money and prizes
2 people
Mow and inspect the grounds
2 people
Check stables and paddocks
2 people
Set out the course
3 people
Set up dressage ring
3 people
Mark the drive-in area
2 people
Set up crowd barriers
3 people
Set up tables and chairs
4 people
Set up the tent and sales counter
4 people
Set up judges' table
2 people
Test audio and microphone
2 people
Check power and lighting
2 people
Set out first aid and safety equipment
2 people

Event

Register horses
3 people
Hand out race numbers
2 people
Check the horse papers again
2 people
Hold the jury briefing
3 people
Give participant briefing
3 people
Welcome the audience
3 people
Announce starting order
Guide dressage tests
4 people
Supervise the jump course
5 people
Serve break snacks
3 people
Refill drinks
2 people
Check horse rest and water
3 people
Remove manure and waste
2 people
Process results
2 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
See off guests and manage departure
3 people

Aftercare

Collect audience litter
4 people
Deliver the horse stable clean
3 people
Dismantle the course
4 people
Take down the dressage ring
3 people
Clear tables and chairs
4 people
Clear away catering
3 people
Clean dishes and kitchen
3 people
Clean the grounds and toilets
4 people
Dispose of waste
2 people
Check borrowed equipment
2 people
Return materials
2 people
Send results and photos
2 people
Do the venue handover inspection
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Judges' table
Bar stoolsqty 4

Sports equipment

Spring stanchionsqty 16
Springboardsqty 24
Course flagsqty 20
Dressage lettersqty 8
Dressage fencesqty 12
Conesqty 20
Measuring tapeqty 2
Obstacle number signsqty 20
Floorboardsqty 8
Beam holdersqty 32
Water bowl
Wheelbarrowsqty 3
Manure forksqty 4
Hay netsqty 20
Drinking bowlsqty 20
Buckets of waterqty 12
Fencing panelsqty 30
Hay balesqty 20
Cleaning bucketsqty 4
Saddle racksqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Microphone
Speakersqty 2
Stopwatchqty 3
Walkie-talkiesqty 6
Megaphone
Calculatorsqty 3

Lighting

LED work lightsqty 4
String lightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 8
Cutting boardsqty 3
Knivesqty 6

Decorations

Bib holdersqty 20
Buntingqty 6
Competition bannersqty 4
Trophiesqty 12
Medal ribbonsqty 12
Rosettesqty 24
Results board

Cleaning

Waste binsqty 8
Broom setsqty 4
Mopsqty 3
Bucketsqty 4
Spongesqty 6
Glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 10
Flashlightsqty 4

Catering

Groceries

Tips

Set the rules and competition elements before opening registration. Riders need clear information about classes, entry fees, prize money, judging and the course before they commit.
Check horse papers before publishing the final start list, not on the morning of the competition. Allow at least 3–5 days to resolve missing or incorrect documents.
Confirm judges, the route builder and volunteers at least 2 weeks ahead. You need enough people for judging, stewarding, registration, course support and horse-area supervision.
Inspect the grounds and facilities during the week before the event. Mow and check the competition area, stables and paddocks, then leave time to repair fencing or reposition equipment.
Print forms, sort bib numbers and prepare prize money and ribbons the day before. Test the laptop, printer, microphone, extension cords and power strips before competitors arrive.

Frequently asked questions

How far in advance should I organise a horse riding competition?: Start venue, officials and course planning at least 8–12 weeks before the competition. Open registration only after the rules, entry fee, prize money and competition elements are confirmed.
When should I publish the start list for a horse riding competition?: Publish it 3–5 days before the event, after registrations and horse papers have been checked. Send participant information at the same time so riders can prepare for arrival, stabling and start times.
How many volunteers do I need for a horse riding competition?: Plan for at least 1 volunteer for registration, 1 for the judges’ table, 1 course or arena steward and 1 person for horse-area support, then add people for catering and parking if needed. Assign named replacements before competition day.
When should I check the weather and prepare the grounds?: Check the forecast 5–7 days before the event and again the day before. Mow and inspect the grounds, stables and paddocks during the final week so you can fix access, drainage, fencing or shelter issues in time.

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.