How to organise a dressage competition

A dressage competition runs smoothly when the riding schedule, officials and arena setup are fixed in the right order. Start with the venue, date and competition rules, then build the entries and assign every role before publishing start times. Keep participant information, emergency contacts and payments in one place. On the day, allow time for the judges’ table, dressage letters, warm-up control, parking and clear radio or phone communication.

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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
Confirm the competition venue
2
Confirm competition date
3
Check the competition rules
4
Taste test and class assignment
2 people
5
Publish registration form
6
Send invitations
7
Process registrations
2 people
8
Keep track of the start list
9
Collect dietary requirements
10
Confirm judges
11
Appoint the ringmaster
12
Assign writers
13
Assign paddock supervisors
14
Record emergency contact
15
Record the veterinarian's contact details
16
Inform the head steward
17
Create the parking layout
18
Send directions
19
Send participant information
20
Check entry fees and payments
2 people
21
Finalize the start list
2 people
22
Publish start times
23
Print jury score sheets
24
Print race numbers
25
Order prizes and ribbons
26
Book catering
27
Check the shopping list
2 people
28
Do the shopping
2 people
29
Check horse stalls
2 people
30
Drag the race lanes
2 people
31
Mark the parking area
2 people
32
Set up the jury booth
2 people
33
Sort start lists
2 people
34
Lay out prizes
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Set up tables and chairs
4 people
38
Build party tents
4 people
39
Place competition letters
2 people
40
Put up barriers
3 people
41
Test audio and microphone
2 people
42
Set up registration desk
2 people
43
Set up the catering buffet
3 people

Event

44
Register horses
2 people
45
Hand out race numbers
2 people
46
Guide horses to stalls
2 people
47
Welcome the audience
2 people
48
Provide jury briefing
2 people
49
Direct riders to the warm-up arena
2 people
50
Announce starting order
51
Guide the tasting
2 people
52
Collect jury forms
53
Process results
2 people
54
Serve drinks
2 people
55
Refill drinks
2 people
56
Serve snacks
2 people
57
Check toilets
58
Empty trash bins
2 people
59
Set up the awards ceremony
2 people
60
Support awards ceremony
3 people
61
Escort horses on departure
2 people
62
See the audience out
2 people

Aftercare

63
Dismantle competition equipment
4 people
64
Clear tables and chairs
4 people
65
Take down party tents
4 people
66
Collect tableware
2 people
67
Wash dishes
2 people
68
Clean the catering area
2 people
69
Clean the grounds
3 people
70
Dispose of waste
2 people
71
Clean horse stalls
2 people
72
Publish results
73
Archive prizes and forms
74
Return borrowed materials
2 people
75
Hand over the venue
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Chairqty 80
Bar stoolqty 4
Judges' tableqty 2
Jury chairqty 6
Waste binqty 8

Sports equipment

Dressage ring
Dressage letters
Warm-up arena letters
Ring barrier
Marker coneqty 20
Bib numberqty 50
Bib holderqty 50
Cleaning kitqty 2
Wheelbarrowqty 2
Forkqty 4
Pitchforkqty 2
Water barrelqty 4
Drink bucketqty 10
Hay netqty 10

Equipment

Laptopqty 2
Printer
Extension cordqty 4
Power stripqty 4
Mobile phoneqty 4
Two-way radioqty 6
Sound speakerqty 2
Wireless microphone

Lighting

Construction lampqty 4
String lightsqty 2

Tableware

Coffee cupqty 60
Water glassqty 80
Wine glassqty 40
Plateqty 80
Forkqty 80
Knifeqty 80
Spoonqty 60

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 4
Serving platterqty 8
Tray for toppingsqty 6
Bread knifeqty 2
Cutting boardqty 4
Pliersqty 6
Serving spoonqty 4
Bottle openerqty 3
Pitcherqty 6

Decorations

Competition flagqty 12
Table runnerqty 8
Notice boardqty 2
Arrow boardqty 6
Clipboardqty 8
Winner's ribbonqty 30
Rosetteqty 30
Prize boxqty 10

Cleaning

Broomqty 4
Dustpan and brushqty 3
Mopqty 4
Bucketqty 4
Hand broomqty 4
Toilet brushqty 2
Cleaning sprayqty 4
Soap dispenserqty 4
Dishwashing tubqty 2

Catering

Groceries

Tips

Confirm the venue, date and rules before opening registration. Class assignments and the registration form depend on these details, and changing them later can affect every rider’s start time.
Set a clear registration deadline and process entries as they arrive. Record dietary requirements, payments and emergency contacts at the same time instead of trying to collect missing information during competition week.
Confirm the judges, ringmaster, writers, paddock supervisors, head steward and veterinarian before publishing the final schedule. Give each person a written role and a reliable contact method at least several days ahead.
Prepare the start list in two stages: keep a working list while entries come in, then publish final start times only after payments, class assignments and withdrawals have been checked. Print jury score sheets and bib numbers from that final version.
Plan the site as a working layout, not just a parking area. Mark the dressage and warm-up arenas, position the judges’ table, provide power for the laptop and printer, and test radios, the microphone and construction lighting before riders arrive.

Frequently asked questions

How far in advance should I organise a dressage competition?: Begin venue, date and rules checks at least 8 to 12 weeks before the competition. Confirm judges and other officials before registration opens, then set a registration deadline about 2 to 3 weeks before the event.
When should I publish the dressage competition start times?: Publish start times after the registration deadline, once payments, class assignments and withdrawals have been checked. Aim to release the final list 5 to 7 days before the competition so riders can plan travel and warm-up time.
What contacts should I collect for a dressage competition?: Record an emergency contact for each participant or entry, plus the veterinarian’s contact details and the head steward’s number. Keep these contacts together and accessible to the ringmaster and paddock supervisors on the day.
What should I prepare for the dressage arena and judges?: Set up the dressage ring, dressage letters, ring barrier, judges’ table and jury chairs before the first horse arrives. Print enough jury score sheets for every test plus at least 5 spare sheets, and test the laptop, printer and power connections beforehand.

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