Horse show checklist: what to arrange and when

A horse show needs more than an arena and a start list. You have to coordinate horses, riders, officials, welfare, spectators, volunteers, and the grounds on one timeline. Start with the date, venue, permits, insurance, and key officials, then move to registrations, suppliers, equipment, and the running order. This checklist helps you spot the details that are often left until the final week, from stable setup and parking control to microphones, first aid, and weather checks.

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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
Reserve the venue and grounds
Arrange permits and notifications
2 people
Check insurance
Confirm the jury and announcer
2 people
Arrange a veterinarian and farrier
2 people
Draw up participant rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Register horses and riders
2 people
Collect dietary requirements
Compile start lists
2 people
Send start lists to participants
Order prizes and ribbons
Book catering
Check first aid supplies
Write announcement copy
Assign volunteers
2 people
Make a parking plan
2 people
Check the weather forecast
Do the shopping
3 people
Inspect the grounds and stables
3 people
Set up horse stalls
3 people
Level the ground
4 people
Set up the competition arena
4 people
Set up jump and show elements
4 people
Mark off audience sections
3 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up lighting
3 people
Test sound equipment
2 people
Set up the catering area
3 people
Chill drinks
2 people
Lay out bib numbers
2 people
Set up judges' table
2 people

Event

Register horses
3 people
Check horses and documents
2 people
Guide to the parking area
3 people
Welcome the audience
4 people
Distribute program
2 people
Announce the opening
Escort participants to the arena
3 people
Keep the arena safe
2 people
Announce competition rounds
Record scores and times
2 people
Present prizes
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Keep catering tables clean
2 people
Check toilets
2 people
Empty trash bins
2 people
Monitor horse breaks
3 people
Water the horses
3 people
Incident reporting
Ensure the audience leaves safely
3 people
Guide Horses Back to Trailers
3 people

Aftercare

Dismantle the piste and audience area
5 people
Clear away jumping equipment
4 people
Clean the stables
4 people
Take down tables and chairs
4 people
Wash the dishes and kitchenware
3 people
Collect waste
3 people
Clean the grounds
4 people
Remove decorations
3 people
Return equipment
2 people
Return rental items
2 people
Collect unclaimed items
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
Judges' table
Coat racksqty 2

Sports equipment

Arena fencesqty 80
Springboardsqty 20
Spring stanchionsqty 12
Dressage lettersqty 12
Conesqty 24
Measuring tapesqty 3

Animal care

Horse stallsqty 20
Water tubsqty 24
Feed bowlsqty 20
Hay netsqty 20
Poop forksqty 6
Wheelbarrowsqty 3
Stable broomsqty 4
Grooming kitsqty 4

Safety

Traffic barriersqty 20
Barrier tapeqty 6
First aid kitsqty 3
Fire extinguishersqty 4
Work glovesqty 12
Reflective vestsqty 12
Flashlightsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Cash boxesqty 2

Lighting

LED lampsqty 10
String lightsqty 6

Decorations

Buntingqty 8
Welcome signsqty 3
Program standsqty 6

Tableware

Reusable glassesqty 180
Reusable coffee cupsqty 80
Reusable platesqty 180
Reusable cutleryqty 180
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4

Catering

Groceries

Tips

Set the date and program before opening registration. Confirm the venue, grounds, permits, insurance, jury, announcer, veterinarian, and farrier first; otherwise you may have to change the schedule after riders have entered.
Close registrations early enough to build accurate start lists. Allow time to verify horse and rider details, collect dietary requirements, order prizes and ribbons, and send the final lists to participants before show day.
Plan horse movement separately from visitor movement. Mark parking, traffic barriers, barrier tape, stable areas, arena access, and walking routes, then assign volunteers to gates, parking, and the warm-up or competition area.
Inspect the grounds and stables before setup day, not when the first trailer arrives. Check horse stalls, water tubs, feed bowls, hay nets, lighting, arena fences, jumps, dressage letters, and safe waste removal points.
Test the public-address system and power before the event starts. Connect the mixer, speakers, wireless microphones, extension cords, and power strips, and keep first aid kits, fire extinguishers, reflective vests, gloves, and flashlights easy to reach.

Frequently asked questions

How far in advance should I plan a horse show?: Start the main planning at least 8 to 12 weeks before the show. Confirm the venue, permits, insurance, officials, veterinarian, farrier, sponsors, catering, and registration process first; leave the final 7 days for lists, shopping, weather checks, and site inspection.
When should horse show registration close?: Close registration at least 10 to 14 days before the event. That gives you time to check entries, register horses and riders, compile start lists, order prizes and ribbons, and send participants the final information.
What should be ready for horses at a horse show?: Prepare one secure stall or allocated space per horse, plus water tubs, feed bowls, hay nets, grooming kits, and clear waste-management equipment. Check the stalls and grounds before arrival and arrange veterinary and farrier cover in advance.
What safety equipment does a horse show need?: Have first aid kits, fire extinguishers, traffic barriers, barrier tape, reflective vests, work gloves, and flashlights available before setup is complete. Test the arena boundaries, public routes, electrical connections, and announcement equipment at least one day before the show.

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