How to organise a horse cross-country event

A horse cross-country event needs more than a marked route and a list of riders. Start by fixing the date, checking the course and arranging permits, insurance and veterinary cover before opening registration. Then build the operational plan: entries, start groups, officials, volunteers, traffic flow and horse facilities. The final week is for printing numbers, briefing everyone and checking the course again, especially after bad weather.

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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 date and route
2 people
2
Arrange permits and notifications
3
Check insurance
4
Arranging a veterinarian
5
Carry out course inspection
3 people
6
Draw up participant rules
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign starter groups
2 people
12
Assign start numbers
2 people
13
Publish start list
14
Recruit volunteers
2 people
15
Assign volunteers
2 people
16
Confirm judges
17
Confirm the announcer
18
Plan vet briefing
2 people
19
Develop the traffic plan
2 people
20
Create the parking layout
2 people
21
Prepare route signs
2 people
22
Print bib numbers
2 people
23
Email participant information
24
Check the weather forecast
25
Check the course again
3 people
26
Safely place obstacles
4 people
27
Check barriers
3 people
28
Prepare stables and paddocks
3 people
29
Set up water stations
2 people
30
Mark out the parking area
4 people
31
Set up the tent and reception desk
4 people
32
Prepare catering
3 people
33
Test the cash register and card terminal
2 people
34
Test audio and microphone
2 people
35
Check sanitary facilities
2 people
36
Put up signs and signage
3 people
37
Set up the registration table
2 people
38
Lay out bib numbers
2 people
39
Set up judges' table
2 people
40
Walk the final course route
4 people
41
Brief volunteers
3 people

Event

42
Register horses and riders
4 people
43
Hand out race numbers
2 people
44
Host the horse inspection
3 people
45
Guide riders to the start
3 people
46
Support cross rounds
8 people
47
Record split times
3 people
48
Check course safety
6 people
49
Keep the audience behind the barrier
4 people
50
Give horses water
3 people
51
Arrange announcements and start information
2 people
52
Keep drinks cold
2 people
53
Serve snacks and sandwiches
3 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Check results
2 people
58
Set out prizes
2 people
59
Support awards ceremony
4 people
60
Lead horses and trailers out
4 people
61
Carry out the final site check
3 people
62
Close catering
3 people

Aftercare

63
Dismantle obstacles
4 people
64
Remove the barriers
4 people
65
Clean stalls and paddocks
3 people
66
Clear the site
5 people
67
Collect waste
4 people
68
Wash dishes
3 people
69
Clean tables and chairs
3 people
70
Take down the tent and reception desk
4 people
71
Clean the venue
4 people
72
Inventory materials
2 people
73
Return borrowed materials
2 people
74
Publish results online
75
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Registration desk
Judges' table
Stoolsqty 8

Sports equipment

Cross-country obstaclesqty 18
Marker postsqty 80
Route ribbonsqty 12
Starting gate
Finishing cloth
Bib numbersqty 100
Race numbersqty 100
Stopwatchesqty 6
Spare batteriesqty 24
Measuring tapesqty 3
Horse water troughsqty 8
Hay and feed troughsqty 20
Wheelbarrowsqty 4
Scoopsqty 6
Pitchforksqty 4
Brushes for horsesqty 12
Rope haltersqty 12
Lunge linesqty 6
Horse blanketsqty 6
Cleaning bucketsqty 6
Bales of strawqty 20
Bales of hayqty 12
Cleaning bucketsqty 8
Water jerry cansqty 10
Traffic conesqty 30
Traffic barriersqty 20
Conesqty 30
Vestsqty 30
Flashlightsqty 8

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Cash register
Payment terminal
Thermo boxesqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Hot platesqty 2
Fire extinguishersqty 4
First aid kitsqty 3

Lighting

LED lampsqty 12
String lightsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 200
Platesqty 150
Cutlery setsqty 150
Soup ladlesqty 6
Serving spoonsqty 10
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 6
Aluminum foilqty 4
Cling filmqty 4

Decorations

Start and finish bannersqty 4
Stage ribbonsqty 6
Trophiesqty 12
Rosettesqty 30
Tableclothsqty 12

Cleaning

Broomqty 6
Floor squeegeesqty 4
Waste binsqty 12
Litter pickersqty 4
Hand soap dispensersqty 6
Paper dispensersqty 6

Catering

Groceries

Tips

Set the route and complete a proper course inspection before inviting riders. Measure key sections, confirm the obstacles and mark the route with posts and ribbons so the final distance and safety arrangements are known before registration opens.
Arrange permits, insurance and veterinary cover early. A vet briefing and clear participant rules should be ready before the start list is published; last-minute changes are difficult once riders have planned transport and arrival times.
Close registration early enough to process entries, dietary requirements and start groups without rushing. Publish start numbers and the start list before event day, then email participants the arrival, parking, route and horse-care information.
Plan people and traffic separately. Assign volunteers to registration, course points, parking and horse areas, and draw a parking layout that keeps horse boxes, spectators and emergency access routes from blocking one another.
Prepare horse facilities as part of the course plan, not as an afterthought. Place water troughs, hay or feed troughs and cleaning points where they can be reached easily, and keep spare batteries, stopwatches and printed bib numbers ready at the judges’ table.

Frequently asked questions

How far in advance should you organise a horse cross-country event?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, route, permissions, insurance, veterinary cover and officials; open registration only after those basics are confirmed.
When should I publish the start list for a horse cross-country event?: Publish it 3 to 7 days before the event, after registrations, start groups and numbers have been checked. Send the participant information at the same time so riders can plan arrival and parking.
How do you prepare a cross-country course on event day?: Inspect the course once during setup and again after the final weather check, ideally within 24 hours of the first start. Confirm every obstacle, route marker, start and finish point, and remove or repair anything that has shifted.
How many volunteers are needed for a horse cross-country event?: The number depends on the route and participant count, but assign at least one named person to registration, parking, the start, the finish and each safety-critical course point. Finalise the roster 7 days ahead and give every volunteer a written role and reporting point.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.