How to organise a dressage competition

Start by fixing the competition date and reserving a suitable venue, then build the event around the rules and available officials. Decide the classes before opening registration, because the classes determine entry information, timings and the starting order. Confirm the jury, ringmaster, stewards and veterinarian early, and keep one current participant list. In the final week, send start times and practical instructions, assign stalls, mark parking and check every venue, scoring and communication item.

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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
Reserve competition venue
3
Check the competition rules
4
Determine competition classes
2 people
5
Approach jury members
6
Contact the ringmaster
7
Approach ring stewards
8
Record veterinarian schedule
9
Draft invitations
2 people
10
Send invitations
11
Open registration form
12
Process registrations
2 people
13
Register entry fees
14
Collect dietary requirements
15
Update participant list
16
Arrange the starting order
2 people
17
Publish start times
18
Confirm participants
19
Assign stalls
2 people
20
Make a parking plan
2 people
21
Set the audience route
2 people
22
Order catering
23
Order prizes and ribbons
24
Print match forms
25
Send participant information
26
Assign volunteers
2 people
27
Check first aid supplies
28
Check the weather forecast
29
Do the shopping
3 people
30
Collect materials
3 people
31
Checking prizes
2 people
32
Fill coolers
2 people
33
Inspect the site
3 people
34
Mark off the competition area
4 people
35
Set up dressage ring
5 people
36
Set out dressage letters
3 people
37
Set up jury table
3 people
38
Place the start and finish sign
2 people
39
Set up the audience area
4 people
40
Build the catering point
3 people
41
Set up the information desk
2 people
42
Put up parking signs
2 people
43
Mark stalls
3 people
44
Check toilets
2 people
45
Test sound system
2 people
46
Hold the jury briefing
4 people
47
Brief volunteers
8 people

Event

48
Receive participants
4 people
49
Register horses
3 people
50
Hand out race numbers
2 people
51
Assigning parking spaces
3 people
52
Inform the audience
2 people
53
Announce the start list
54
Guide the horses to the ring
3 people
55
Monitor the starting order
2 people
56
Hand out judging forms
2 people
57
Collect judging forms
2 people
58
Enter scores
2 people
59
Check intermediate standings
2 people
60
Serve drinks
3 people
61
Serve coffee and tea
2 people
62
Serve snacks
2 people
63
Refill drinks
2 people
64
Empty trash bins
2 people
65
Check the grounds and horses
3 people
66
Print the results
2 people
67
Set out prizes
2 people
68
Support awards ceremony
4 people
69
Announce the results
70
See participants off
3 people
71
Supervise horse turnout
3 people

Aftercare

72
Clean up catering
3 people
73
Dismantle the competition grounds
5 people
74
Clear the audience area
4 people
75
Clear jury room
2 people
76
Collect waste
3 people
77
Clean the restrooms
2 people
78
Clean materials
3 people
79
Archive scoring materials
80
Publish results
81
Check and store prizes
82
Return rental items
2 people
83
Leave the site clean
3 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Jury tablesqty 2
Judges' chairsqty 6
High tablesqty 6
Party tentsqty 4
Clothes racksqty 2

Sports equipment

Dressage fencesqty 36
Dressage lettersqty 12
Bib numbersqty 60
Conesqty 24
Rolls of barrier tapeqty 8
Brushesqty 6
Wheelbarrowsqty 3
Pitchforksqty 3
Water tubsqty 12
Feed bowlsqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Mobile sound system
Microphoneqty 2
Walkie-talkiesqty 8
Power banksqty 6
Laminator

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Waste binsqty 8

Decorations

Tableclothsqty 12
Buntingqty 8
Competition bannersqty 6
Prize ribbonsqty 30
Rosettesqty 30

Lighting

LED lampsqty 8
Work lightsqty 4

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12
Cleaning clothsqty 30
Litter pickersqty 3

Catering

Groceries

Tips

Confirm the competition rules and classes before drafting invitations. Include the entry deadline, required participant details and how fees are recorded so you do not have to chase missing information later.
Approach the jury, ringmaster and ring stewards several weeks before the event. Their availability affects the timetable, so do not publish start times until the officials and veterinarian schedule are confirmed.
Close registration with enough time to check payments, dietary requirements and participant details. Use the final list to assign stalls, arrange the starting order and confirm every competitor before publishing times.
Send participant information with arrival instructions, stall assignments, parking arrangements and the audience route. These details are often left until the last day, when changes are hardest to communicate.
Prepare the working setup before competition day: print match forms, test the laptop, printer, microphone and mobile sound system, and charge walkie-talkies and power banks. Keep extension cords and power strips away from horse and spectator routes.

Frequently asked questions

How far in advance should I organise a dressage competition?: Set the date and reserve the venue at least 8 to 12 weeks in advance. Aim to confirm officials and open registration no later than 6 weeks before the competition, depending on local rules and demand.
When should entries close for a dressage competition?: Close registration at least 10 to 14 days before the event. This gives you time to check entry fees, update the participant list, assign stalls and arrange the starting order.
When should dressage start times be published?: Publish start times after registrations, officials and the veterinarian schedule are confirmed, ideally 5 to 7 days before the competition. Send the same information directly to participants so late timetable changes do not go unnoticed.
What equipment is easy to forget for a dressage competition?: Operational items are commonly missed: printed match forms, a working printer, extension cords, power banks, walkie-talkies and a microphone. Check them 2 to 3 days beforehand and test all powered equipment at the venue.

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