How to organise a horse riding competition

Start by fixing the competition format, venue and safety requirements before opening registration. You will need time to appoint judges, confirm a route builder, veterinarian and first-aid team, then publish clear rules and participant information. The practical work comes next: stalls, trailer parking, course materials, signage, bib numbers and prize orders all depend on the final entry list. Use the final week for inspections, transport checks and a timed walk-through of the competition day.

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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
Reserve the competition area
2
Set competition categories
2 people
3
Draw up competition rules
2 people
4
Assign judges
5
Confirm route builder
6
Book a speaker and announcer
7
Confirm veterinarian availability
8
Arrange first aid staffing
9
Check permits
10
Check insurance papers
11
Inspect the competition venue
2 people
12
Send invitations
2 people
13
Publish registration form
14
Process registrations
2 people
15
Collect dietary requirements
16
Register entry fees
2 people
17
Compile start list
2 people
18
Publish start list
19
Send participant information
20
Arrange the horse stalls
2 people
21
Create a parking plan for trailers
2 people
22
Order prizes and rosettes
23
Make bib numbers
2 people
24
Print maps and signage
2 people
25
Confirm materials and transport
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Check the weather forecast

Event

30
Check the venue and ground conditions
3 people
31
Open the paddocks and stables
3 people
32
Set up the competition secretariat
3 people
33
Set up judges' table
2 people
34
Set out the course
4 people
35
Mark the warm-up track
2 people
36
Set up crowd barriers
3 people
37
Build the catering point
3 people
38
Display prizes and rosettes
2 people
39
Test sound system
2 people
40
Register participants
3 people
41
Check horse papers
2 people
42
Hand out race numbers
2 people
43
Direct participants to the warm-up
2 people
44
Welcome the audience
3 people
45
Handle the opening announcement
46
Supervise competition events
6 people
47
Keep track of start and results lists
2 people
48
Refill drinks
2 people
49
Serve snacks
3 people
50
Inform the audience and participants
51
Check paddocks
2 people
52
Restore the course in between
3 people
53
Staff first aid point
2 people
54
Keep veterinarian on call
55
Check results
2 people
56
Prepare awards ceremony
3 people
57
Support awards ceremony
3 people
58
Guide the audience to the exit
2 people
59
Check out the horses and participants
3 people

Aftercare

60
Close catering
3 people
61
Dismantle the course
4 people
62
Make the site clean and safe
5 people
63
Collect waste
3 people
64
Clean tableware and supplies
3 people
65
Archive results digitally
66
Send participants their results
67
Return borrowed materials
2 people
68
Store leftover stock
2 people
69
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' tableqty 2
Clothes racksqty 2

Sports equipment

Jump obstaclesqty 12
Barsqty 24
Standsqty 24
Dressage lettersqty 12
Conesqty 30
Crowd control barriersqty 40
Barrier tapeqty 400
Bib numbersqty 80
Bib holdersqty 80
Measuring tapesqty 3
Rakeqty 4
Scoopsqty 4
Wheelbarrowsqty 2
Brushesqty 6
Horse water troughsqty 12
Hay netsqty 12
Power cables for paddocksqty 12
Paddock postsqty 60

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Handheld megaphone

Lighting

LED lampsqty 12
String lightsqty 6

Decorations

Competition flagsqty 20
Bannersqty 8
Directional signsqty 15

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Cooler thermometersqty 2

Cleaning

Waste binsqty 10
Broomqty 4
Litter pickersqty 3
Bucketsqty 6
Mopsqty 4
Spongesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the competition categories and rules before publishing the registration form. Include entry deadlines, start times, equipment requirements and withdrawal terms so you do not have to clarify basic points individually later.
Check permits, insurance papers and venue access at least 6–8 weeks before the competition. Confirm in writing who is responsible for the arena, parking area, horse stalls and any temporary structures.
Close registrations early enough to compile and publish the start list. Send participant information at least 7 days before the event, including arrival times, trailer parking, stall arrangements, maps and dietary information for officials or staff.
Confirm the route builder, judges, announcer, veterinarian and first-aid staffing 2–4 weeks ahead. Create a contact sheet with arrival times and phone numbers; relying on informal verbal confirmations is a common last-minute failure.
Inspect the venue 1–2 days before competition day and test the sound system, wireless microphones, power cables and extension cords. Mark spectator routes, trailer parking and horse areas clearly, and check that obstacles, barriers, water troughs and hay nets are in place before arrivals begin.

Frequently asked questions

How far in advance should I organise a horse riding competition?: Allow at least 8–12 weeks for a small competition and more time for a larger entry field. Venue bookings, permits, insurance checks and officials should be confirmed before registration opens.
When should I publish the start list for a horse riding competition?: Publish it no later than 5–7 days before the event, after registrations and entry fees have been checked. Send any corrections or final instructions immediately so riders can plan arrival and horse care.
How many officials and safety staff do I need?: The number depends on the competition format and entry field, but confirm at least one lead judge, the required additional judges, a route builder where applicable, a veterinarian and first-aid cover. Finalise those names 2–4 weeks before the event.
When should I prepare the horse stalls and trailer parking?: Create the stall allocation and trailer parking plan at least 1 week before competition day, once entries are nearly final. Mark the areas before the first arrivals and allow extra space for turning and safe horse movement.

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