How to organise a carriage race

Organising a carriage race starts with the competition framework, not the decorations. Set the date, rules and venue first, then confirm permits, insurance, veterinary cover and judges before opening registration. Once entries are processed, build the start order and publish a schedule that participants can actually follow. On the day, clear course marking, horse welfare arrangements, parking and emergency routes matter as much as the competition itself.

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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

1
Set the match date
2 people
2
Set the competition rules
3 people
3
Reserve the competition area
2 people
4
Check permits
2 people
5
Check insurance
2 people
6
Assign judges
2 people
7
Arranging a veterinarian
2 people
8
Arrange announcer
9
Send invitations
2 people
10
Publish registration form
11
Inform participants
2 people
12
Process registrations
2 people
13
Check Horse Passports
2 people
14
Collect dietary requirements
15
Create the start order
3 people
16
Publish the match schedule
17
Recruit volunteers
2 people
18
Assign volunteers
2 people
19
Make a parking plan
2 people
20
Set the audience route
2 people
21
Mark emergency exits
2 people
22
Order prizes and ribbons
23
Make bib numbers
2 people
24
Print jury forms
25
Send participant confirmation
26
Check the weather forecast
27
Check equipment
3 people
28
Do the shopping
2 people
29
Set out the carriage route
4 people
30
Mow the grounds
2 people
31
Prepare the stables
3 people
32
Set up the obstacles
4 people
33
Set up tables and chairs
4 people
34
Build party tents
4 people
35
Hang lighting
3 people
36
Prepare catering
3 people
37
Chill drinks
2 people
38
Set up registration desk
2 people
39
Set up judges' table
2 people

Event

40
Register horses
3 people
41
Have the horses inspected
2 people
42
Inspect carriages technically
3 people
43
Give participant briefing
3 people
44
Welcome the audience
4 people
45
Hand out race numbers
2 people
46
Give the opening speech
47
Support the dressage test
6 people
48
Record dressage scores
3 people
49
Take care of the break
3 people
50
Guide the marathon route
8 people
51
Carry out timekeeping
4 people
52
Monitor the obstacles
6 people
53
Serve drinks
3 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Empty trash bins
2 people
57
Check toilets
2 people
58
Keep track of the scores
2 people
59
Lead the final
6 people
60
Check the final results
3 people
61
Present prizes
3 people
62
See participants off
3 people
63
Water the horses
4 people
64
Secure the grounds
3 people

Aftercare

65
Dismantle carriages and obstacles
5 people
66
Take down party tents
4 people
67
Clear tables and chairs
4 people
68
Wash dishes
3 people
69
Clean the grounds
5 people
70
Clean out the stables
3 people
71
Dispose of waste
2 people
72
Inventory materials
2 people
73
Return borrowed items
2 people
74
Archive scores
75
Publish the results
76
Reorder prizes
77
Share photos

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Judges' table
Registration desk
Bar stoolsqty 4

Sports equipment

Dressage arena
Marathon obstaclesqty 8
Conesqty 40
Crowd control barriersqty 30
Ropeqty 4
Measuring tapesqty 3
Stopwatchesqty 6
Start flagsqty 3
Finish flagsqty 3
Bib numbersqty 30
Scoreboardsqty 4
Jury formsqty 100
Clipboardsqty 12
Pensqty 30
Prize trophiesqty 6
Medal ribbonsqty 30
Bristle brushesqty 10
Horse water troughsqty 12
Hay netsqty 12
Hay balesqty 30
Manure wheelbarrowsqty 3
Manure forksqty 6
Scoopsqty 4
Water barrelsqty 4

Equipment

PA system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Mobile chargersqty 6

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 8

Decorations

Banner flagsqty 4
Direction signsqty 12
Welcome sign
Competition flagsqty 10

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 3

Cleaning

Waste binsqty 10
Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Hand broomsqty 4
Cleaning clothsqty 30

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Warning tapeqty 4

Catering

Groceries

Tips

Set the date and reserve the competition area before publishing registration. Allow at least 8–12 weeks for permits, insurance checks, veterinary arrangements and volunteer recruitment.
Write the rules before accepting entries, including judging, timing, obstacle use and safety procedures. Send the rules with participant confirmations so competitors are not learning them at check-in.
Close registrations early enough to check every horse passport and create the start order. A practical deadline is 7–10 days before the race, leaving time to resolve missing documents or dietary requirements.
Walk the site from a spectator’s perspective and mark the audience route, emergency exits, parking area and restricted zones. Use barriers and rope to keep people away from the dressage arena and marathon obstacles.
Prepare the judging and welfare stations before competitors arrive. Put jury forms, clipboards, pens, stopwatches, scoreboards, horse water, hay and manure equipment where the responsible volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a carriage race?: Start planning at least 8–12 weeks ahead. That gives you time to reserve the area, check permits and insurance, appoint judges and a veterinarian, recruit volunteers and process registrations.
When should carriage race registration close?: Close registration around 7–10 days before the event. You need that time to check horse passports, collect dietary requirements, prepare bib numbers, create the start order and send participant confirmations.
How many volunteers do I need for a carriage race?: Plan for at least 10–15 volunteers for a small race, including registration, parking, course safety, timing, judging support, horse welfare and cleanup. Add more if the audience route or number of obstacles requires separate posts.
What should be checked before a carriage race starts?: Check the course, cones, flags, barriers and emergency exits on the morning of the race. Also confirm the judges, announcer, veterinarian, volunteer assignments, horse water and hay, then display the schedule and start order before registration opens.

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