Horse show checklist and planning guide

A horse show needs more than a programme and a few jumps. You need to secure the grounds, check permits and insurance, appoint officials, process entries and prepare welfare arrangements for every horse on site. This checklist takes you from the first booking through final signage, stall marking and delivery of equipment. Use it to keep deadlines visible and prevent common late jobs, such as checking horse passports, publishing visitor information or arranging enough volunteers for registration and stewarding.

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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 date and grounds
Check permits
Check insurance
Set the program and disciplines
2 people
Draft participant terms and conditions
2 people
Send invitations
2 people
Open registration
Arrange contest jury
Arranging a veterinarian
Arrange announcer
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check Horse Passports
2 people
Set the starting order
2 people
Publish visitor information
Check reservations
Buy prizes and ribbons
Finalize shopping list
2 people
Do the shopping
2 people
Prepare route signs
2 people
Print race numbers
Check the weather forecast
Mark the horse stalls
2 people
Bring materials to the venue
4 people
Mark out the grounds and parking route
4 people
Set up horse stalls
4 people
Set up the competition arena
4 people
Set up the obstacle course
4 people
Set up crowd barriers
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Hang decorations
2 people
Lay out prizes and ribbons
2 people
Set out first aid and safety equipment
2 people
Prepare the jury table
2 people
Test the microphone and megaphone
2 people
Check the course and obstacles
3 people

Event

Receive participants
3 people
Guide horses to stalls
4 people
Welcome visitors
3 people
Hand out race numbers
2 people
Announce the opening
Guide the dressage section
4 people
Serve break drinks
4 people
Refill drinks
2 people
Guide the jumping event
5 people
Serve snacks and sandwiches
4 people
Care for horses and participants
3 people
Gather the finalists
2 people
Support awards ceremony
3 people
Guide the audience to the exit
3 people
Ensure horses depart safely
4 people

Aftercare

Distribute leftover catering
2 people
Collect tableware
3 people
Collect waste
4 people
Clean up catering
3 people
Remove decorations
2 people
Dismantle the track and obstacles
4 people
Dismantle horse stalls
4 people
Clean the grounds
4 people
Load materials
4 people
Return borrowed items
2 people
Return fences and tents
2 people
Store unused groceries
2 people
Return the deposit and site
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Long tablesqty 10
Chairsqty 100
Bar stoolsqty 8
Registration desk
Judges' table
Waste binsqty 8

Sports equipment

Race barriersqty 40
Course lettersqty 12
Spring stanchionsqty 16
Springboardsqty 24
Water bowl
Dressage fences
Horse stallsqty 12
Hay netsqty 12
Horse water troughsqty 12
Wheelbarrowsqty 2
Forksqty 4
Scoopsqty 3
Obstacle numbersqty 20
Cleaning bucketsqty 4
Haltersqty 12
Lunge linesqty 12
Emergency blankets for horsesqty 6

Equipment

Megaphonesqty 2
Wireless microphone
Speakerqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Cash register
Payment terminal
Notice boardqty 2

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Rosettesqty 30
Trophiesqty 12
Prize ribbonsqty 30

Lighting

LED string lightsqty 6
LED lanternsqty 8

Cleaning

Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4
Horse poop bagsqty 200
Paper towel dispenserqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Barrier tapeqty 6
Traffic conesqty 20

Paper goods

Bib numbersqty 40
Program leafletsqty 150
Pensqty 20
Clipboardsqty 8
Name stickersqty 100

Catering

Groceries

Tips

Book the grounds and a reserve date before opening entries. Confirm permits and insurance early, because changes to the competition format or expected attendance may require extra checks.
Set the programme and disciplines before sending invitations. Once entries open, collect dietary requirements, check horse passports and publish the terms and conditions rather than trying to resolve missing information during arrival.
Appoint the judge, vet and announcer well before show day, then recruit enough volunteers for registration, stewarding, horse areas and clean-up. Give each person a clear start time and responsibility at least one week in advance.
Walk the venue before delivery and mark horse stalls, competition areas, routes and visitor facilities. Prepare course letters, obstacle numbers, race numbers and route signs early enough to replace anything damaged or missing.
Check the weather forecast 48 hours before the show and again on the morning itself. Bring horse welfare supplies, water and hay equipment, first-aid or emergency items, plus tested microphones, speakers, extension cords and power strips.

Frequently asked questions

How far in advance should I organise a horse show?: Start planning at least 8 to 12 weeks ahead for a small show, and earlier if the venue, officials or permits are difficult to secure. Open entries only after the programme, terms and conditions and practical arrangements are confirmed.
When should horse show entries close?: Close entries at least 7 days before the event so you have time to process registrations, check horse passports, collect dietary requirements and create the start order. Keep a short buffer for corrections and withdrawals.
How many volunteers do I need for a horse show?: Plan for at least 1 volunteer at registration, 1 steward for each active competition area and extra help for horse stalls, parking and clean-up. Add more people if arrivals overlap or several disciplines run at once.
When should I check the horse show equipment and venue?: Complete a full equipment and venue check 3 to 5 days before the show, then bring materials to the grounds early enough for setup. Test the wireless microphone, speaker and power connections before participants arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.