How to organise a horse race from start to finish

Organising a horse race starts with permissions, safety and a workable competition site—not with invitations. Secure the venue, apply for the competition permit, check insurance and arrange veterinary and first-aid cover before opening registration. Then build the start list, plan horse transport and stable spaces, and mark out the course, parking and spectator route. Use the final week for inspections, supplies and a timed race-day briefing.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve competition venue
2
Apply for competition permit
3
Check insurance
4
Arranging a veterinarian
5
Arrange first aid coverage
6
Invite participants
2 people
7
Send audience invitations
2 people
8
Open registration form
9
Publish competition rules
10
Process registrations
2 people
11
Collect dietary requirements
12
Check the horse lists
2 people
13
Assign starter groups
2 people
14
Assign start numbers
15
Send the start list
16
Confirm horse transport
17
Allocate stable spaces
2 people
18
Set the public route
2 people
19
Create the parking layout
20
Prepare awards ceremony
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Stock up on horse feed
2 people
24
Inspect the competition area
3 people
25
Level the ground
3 people
26
Prepare the stables
3 people
27
Set out the course
4 people
28
Set up crowd barriers
4 people
29
Set up tents
4 people
30
Set up tables and chairs
4 people
31
Hang lighting
3 people
32
Prepare catering
3 people
33
Set up the competition secretariat
2 people
34
Mark the start and finish lines
3 people
35
Guide the horses' arrival
4 people
36
Check horse papers
2 people
37
Have the horses inspected
2 people
38
Register riders
2 people
39
Give rider briefing
2 people

Event

40
Welcome the audience
4 people
41
Hand out race numbers
2 people
42
Check paddock access
2 people
43
Bring the horses up front
4 people
44
Start the first race
4 people
45
Record intermediate results
2 people
46
Keep the course safe
4 people
47
Serve drinks
3 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Water the horses
3 people
51
Start the second race
4 people
52
Start third race
4 people
53
Start the final race
4 people
54
Check results
2 people
55
Prepare prizes for winners
2 people
56
Present prizes
3 people
57
Guide the audience
3 people
58
Care for horses after the event
4 people
59
Escort horses on departure
4 people
60
See the crowd off
3 people

Aftercare

61
Catering breakdown
3 people
62
Collect waste
4 people
63
Wash dishes
3 people
64
Clear the course
5 people
65
Clean the stables
4 people
66
Clean the grounds
5 people
67
Take down tents
4 people
68
Put furniture back
4 people
69
Remove lighting
3 people
70
Inventory materials
2 people
71
Return borrowed materials
2 people
72
Publish results
73
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
High tablesqty 6
Dressing room tablesqty 2

Sports equipment

Starting gatesqty 2
Finish arch
Course conesqty 30
Crowd control barriersqty 40
Conesqty 24
Bib numbersqty 40
Bib numbersqty 40
Stopwatchesqty 4
Measuring tapesqty 2
Barrier tapeqty 6
Flagsqty 12
Prize trophiesqty 6
Medal ribbonsqty 20
Competition bibsqty 12

Animal care

Water tubsqty 12
Feed bowlsqty 12
Hay netsqty 12
Haltersqty 12
Rope linesqty 12
Cleaning kitsqty 6
Wheelbarrowsqty 3
Manure forksqty 4
Hay balesqty 30
Hay balesqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency exit signsqty 6
Warning signsqty 12
Safety vestsqty 12
Flashlightsqty 6

Equipment

Microphoneqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6
Cash boxesqty 2
Laptopsqty 2
Printersqty 2

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Storage binsqty 12

Cleaning

Waste binsqty 8
Mop setsqty 2
Broomsqty 4
Spongesqty 12

Catering

Groceries

Tips

Start venue and compliance work first: confirm the competition venue, submit the permit application and check insurance before you advertise. Veterinary and first-aid cover should also be confirmed before entries open.
Set a clear registration deadline and leave time to process entries. After checking horse lists, assign starter groups and start numbers, then send the start list early enough for participants to arrange transport.
Plan the site for both horses and spectators. Set the public route, parking layout and stable allocation before race day, and use barriers, cones, flags and barrier tape to keep crossings controlled.
Inspect the competition area several days before the race, not only on the morning itself. Level uneven ground, check the starting gates and finish arch, and confirm that stopwatches and measuring tapes are ready.
Treat horse care as a separate supply check. Stock feed, hay, water tubs and feed bowls, and place cleaning kits, wheelbarrows and manure forks where stable teams can reach them without crossing the public route.

Frequently asked questions

How far in advance should I organise a horse race?: Start at least 12 weeks before the race if you need a venue, permit, insurance review and medical or veterinary cover. Open registration only after the main safety arrangements are confirmed.
When should I send the horse race start list?: Send the start list at least 7 days before the event. That gives participants time to check horse details, start numbers, groups and transport arrangements.
How many first-aid and veterinary arrangements do I need for a horse race?: Arrange coverage for the entire competition period, including arrival, warm-up and departures—not just the races. Confirm the named veterinary contact and first-aid team at least 2 weeks before race day.
When should I prepare the horse race course?: Set the route and inspect the ground at least 3 days before the race. Complete final checks of gates, barriers, cones, flags and the finish area on the morning of the event.

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.