Horseball match checklist: what to arrange and when

A horseball match needs more than teams, horses and a playing field. You must coordinate the venue, competition format, referees, veterinary and first-aid cover, permits, insurance, horse facilities and match paperwork. Start the operational planning several weeks ahead, then use the final week to confirm registrations, horse lists, catering, parking and equipment. This checklist helps you work through the arrangements in a sensible order and avoid problems that are difficult to fix on match 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 competition venue
Set competition format
2 people
Invite teams
Book referees
Arranging a veterinarian
Arrange first aid coverage
Check permits
Check insurance
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the match schedule
Collect horse lists
2 people
Organize the parking area
2 people
Make a parking plan
Order catering
Order prizes and medals
Create audience information
Print race numbers
Print match forms
Check materials
2 people
Do the shopping
2 people
Prepare horse stalls
3 people
Check field and ground
2 people
Mow and level the grounds
2 people
Chill drinks
2 people
Mark out the competition field
4 people
Set up goals
4 people
Set up crowd barriers
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up registration
2 people
Set up catering point
3 people
Set up the first aid station
2 people
Test audio and microphone
2 people

Event

Welcome horses and teams
4 people
Check horse papers
2 people
Register teams
2 people
Acclimate the horses
4 people
Brief officials
3 people
Welcome the audience
3 people
Give the opening briefing
2 people
Lead the warm-up
4 people
Supervise the competition
6 people
Record results
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Water the horses
3 people
Check stall bedding
2 people
Handle prize ceremony
3 people
See off the teams and horses
3 people
Guide the audience to the exit
2 people

Aftercare

Close catering
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Remove field materials
4 people
Clean horse stalls
3 people
Wash dishes
3 people
Clean the grounds
4 people
Take down party tents
4 people
Return materials
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
Beer tablesqty 8
Folding chairsqty 80
Registration desk
Waste binsqty 8

Sports equipment

Horseball ballsqty 6
Horseball goalsqty 2
Field barrier postsqty 24
Barrier tapeqty 8
Team bibsqty 20
Spare hoopsqty 2
Horse water troughsqty 12
Drink bucketsqty 20
Hay netsqty 12
Hay balesqty 30
Fence panelsqty 20
Gate panelsqty 2
Bib holdersqty 20
Scoreboard
Stopwatchesqty 3
Whistlesqty 4
Contest clipboardsqty 4
Competition pensqty 12
Medalsqty 24
Cupsqty 4
Prizesqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 12
Flashlightsqty 6
Traffic conesqty 16

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Pouring jugsqty 8

Catering

Groceries

Decorations

Competition flagsqty 12
Team flagsqty 8
Route signsqty 12
Information boardsqty 8
Directional signsqty 10
Stage ribbonsqty 4

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Poop scoopsqty 4
Wheelbarrowsqty 3
Hard brushesqty 4
Work glovesqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Storage binsqty 12
Ice packsqty 24

Animal care

Cleaning bucketsqty 8
Haltersqty 20
Guide ropesqty 20
Pitchforksqty 4
Scoopsqty 4
Horse brushesqty 12
Sweat blanketsqty 12
Water jerry cansqty 8

Tips

Confirm the competition format before inviting teams, because it determines the number of matches, playing hours, officials and match forms you need. Publish the schedule only after registrations and horse lists are checked.
Book referees, veterinary support and first-aid coverage early rather than waiting for the final team list. Reconfirm each service at least 7 days before the match and give them the timetable and venue access details.
Inspect the field and ground several days before play. Mow and level the surface, check the goals and field barriers, and keep spare hoops, balls, barrier tape and fastening equipment ready for repairs.
Prepare horse areas with stalls, fence panels, gates, water troughs, drink buckets, hay nets and hay bales before teams arrive. Allocate each team a clear area and include the horse list in your arrival and parking plan.
Set up registration, scoreboard, stopwatches, whistles and match clipboards in one controlled area. Test the sound system and wireless microphones, and place safety vests, first-aid kits, fire extinguishers and flashlights where staff can reach them quickly.

Frequently asked questions

How far in advance should I organise a horseball match?: Start venue, officials, veterinary cover and permits at least 8 to 12 weeks before the match. Send team invitations early enough to close registrations and publish the schedule at least 7 days before play.
When should horse lists be collected for a horseball match?: Request horse lists with team registrations and set a firm deadline 7 days before the match. Review them before finalising the schedule, stalls, parking plan and veterinary information.
How many referees and officials does a horseball match need?: The exact number depends on your competition format and governing rules, so confirm it before invitations are sent. Book the required referees and support staff at least 4 weeks ahead, with a written timetable for match day.
What should be checked the day before a horseball match?: Check the field, goals, barriers, balls, hoops, team bibs, scoreboard and paperwork, then finish stalls, parking signs and catering arrangements. Allow at least 2 to 3 hours for the final site check and equipment setup.

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