Horse Show Planning Checklist

A horse show involves more than booking a venue and setting up the arena. You need a clear program, accurate start lists, participant information, trained volunteers and a horse welfare plan before show day. Equipment such as fences, barriers, bib numbers, microphones and stable supplies must arrive early enough to inspect and place safely. This checklist helps you work through the planning in sequence, including the details that are often left until the final week.

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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 the date and program
2 people
Draft participant terms and conditions
2 people
Invite participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile start lists
2 people
Check participant details
2 people
Make reservations
Confirm supplier agreements
Schedule volunteers
2 people
Assigning roles to volunteers
2 people
Publish audience information
Prepare route signs
2 people
Make bib numbers
2 people
Print program booklets
2 people
Prepare name badges
Check prizes and ribbons
2 people
Review the horse welfare plan
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Fill coolers
2 people
Prepare catering
3 people
Check horse stalls
2 people
Inspect the grounds
3 people
Clear the site
3 people
Level the competition surface
3 people
Mark the arrival area
2 people
Mark parking spaces
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up crowd barriers
4 people
Set up the obstacle course
4 people
Set out the dressage ring
3 people
Set up the stable and care area
3 people
Set up water stations
2 people
Set up the catering buffet
3 people
Test the cash register and card terminal
2 people
Test music and microphone
2 people
Put up route signs
2 people
Lay out bib numbers
2 people
Set up judges' table
2 people

Event

Register horses
3 people
Check documents
2 people
Guide horses to stalls
3 people
Open the public desk
2 people
Welcome the audience
4 people
Distribute program
2 people
Guide the warm-up of the horses
2 people
Deliver the opening presentation
2 people
Guiding dressage events
4 people
Supervise jumping components
4 people
Announce the break program
Serve snacks and drinks
4 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Keep the audience area clean
2 people
Refill water and hay
2 people
Guide horse changes
3 people
Support the evening show
5 people
Handle prize ceremony
3 people
Guide the audience to the exit
3 people
Guide Horses Back to Trailers
3 people

Aftercare

Close catering
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove crowd barriers
4 people
Take down the course and ring
4 people
Clean the grounds
4 people
Dispose of waste
2 people
Gather borrowed materials
2 people
Clean materials
3 people
Return materials
2 people
Store leftover stock
2 people
Final site inspection
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 180
Bar stoolsqty 12
Judges' table
High tablesqty 8
Conesqty 30
Crowd barriersqty 40
Barrier tapeqty 6

Sports equipment

Dressage fencesqty 20
Spring stanchionsqty 16
Springboardsqty 24
Water bowl
Cavalettiqty 8
Marker lettersqty 8
Measuring tapeqty 2
Obstacle numbersqty 16
Bib numbersqty 30
Bristle brushesqty 8
Hay netsqty 20
Feed bowlsqty 20
Drinking bowlsqty 20
Buckets of waterqty 12
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 3
Hay balesqty 30
Rubber stable matsqty 20

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Card machinesqty 2
Cash registersqty 2
Cash wallet for changeqty 2
Walkie-talkiesqty 8
Mobile phonesqty 4
Power banksqty 4
Calculatorsqty 2

Lighting

LED construction lightsqty 8
String lightsqty 6
Rechargeable lanternsqty 10

Tableware

Reusable drinking glassesqty 220
Reusable coffee cupsqty 120
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Serving plattersqty 16
Aluminum foilqty 2

Decorations

Buntingqty 8
Flower arrangementsqty 6
Prize ribbonsqty 30
Prize cupsqty 12
Program boardsqty 4
Directional signsqty 12
Tableclothsqty 12

Catering

Groceries

Cleaning

Broomsqty 4
Cansqty 3
Mopsqty 4
Bucketsqty 6
Trash binsqty 12
Toilet brushesqty 4
Rubber glovesqty 12
Hand broomsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 8
Emergency blanketsqty 6
Bandage suppliesqty 4

Paper goods

Program bookletsqty 220
Registration formsqty 50
Jury formsqty 100
Name badgesqty 60
Pensqty 40
Markersqty 20
Clipboardsqty 12
Tapeqty 8
Scissorsqty 6
Weatherproof labelsqty 100

Horse care

Haltersqty 24
Guide ropesqty 24
Waste bagsqty 500
Manure wheelbarrowsqty 3
Manure forksqty 4
Sweat blanketsqty 12
Cooling bandagesqty 8
Buckets for groomingqty 8
Sponge clothsqty 12
Fly masksqty 12
Horse bandagesqty 4
Thermometersqty 4
Stallion Chainsqty 4

Tips

Set the date and program before inviting participants. Allow time for registration, checking participant details and compiling start lists; publishing a provisional schedule too early creates avoidable changes.
Confirm supplier agreements and reservations several weeks before the show, especially for party tents, tables, chairs, sound equipment and catering. Recheck delivery times and who is responsible for setup.
Schedule volunteers by role rather than simply collecting names. Cover registration, arena support, crowd control, microphone duties, horse welfare checks and stable areas, with at least one backup for each critical role.
Prepare printed materials before the final week. Make bib numbers, name badges, route signs and program booklets only after participant details and start lists have been checked.
Review horse welfare and facilities before the first arrival. Check stalls, rubber mats, hay nets, feed and drinking bowls, water buckets, wheelbarrows and pitchforks, and keep the weather forecast under review.

Frequently asked questions

How far in advance should I plan a horse show?: Start planning at least 8 to 12 weeks ahead for a small show, and earlier if you need suppliers, officials or many volunteers. Set the date and program first, then allow time for registrations and final start lists.
When should horse show entries close?: Close entries at least 7 to 10 days before the event if possible. That gives you time to check participant details, collect dietary requirements, compile start lists and print bib numbers and programs.
How many volunteers do I need for a horse show?: Plan one named person for every essential role, plus at least 2 backup volunteers for a busy show. Cover registration, arena operations, crowd control, announcements, horse welfare and stable checks separately.
What should I check the day before a horse show?: Check the arena equipment, barriers, signage, sound system, prizes, catering supplies and horse stalls 24 hours before the first arrival. Confirm that water, hay, feed bowls and cleaning tools are in place.

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.