How to organise a horse show from the ground up

A horse show needs more than a date, a venue and a list of classes. Start by securing the grounds, checking permits and insurance, then build the programme around officials, entries and horse welfare. Once registrations are open, you can plan the running order, stalls, course equipment, volunteers and visitor information. The final week is about confirming numbers, checking the weather and getting every sign, fence and microphone to the venue in the right order.

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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 date and grounds
2
Check permits
3
Check insurance
4
Set the program and disciplines
2 people
5
Draft participant terms and conditions
2 people
6
Send invitations
2 people
7
Open registration
8
Arrange contest jury
9
Arranging a veterinarian
10
Arrange announcer
11
Recruit volunteers
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Check Horse Passports
2 people
15
Set the starting order
2 people
16
Publish visitor information
17
Check reservations
18
Buy prizes and ribbons
19
Finalize shopping list
2 people
20
Do the shopping
2 people
21
Prepare route signs
2 people
22
Print race numbers
23
Check the weather forecast
24
Mark the horse stalls
2 people
25
Bring materials to the venue
4 people
26
Mark out the grounds and parking route
4 people
27
Set up horse stalls
4 people
28
Set up the competition arena
4 people
29
Set up the obstacle course
4 people
30
Set up crowd barriers
4 people
31
Set up tables and chairs
4 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Chill drinks
2 people
35
Hang decorations
2 people
36
Lay out prizes and ribbons
2 people
37
Set out first aid and safety equipment
2 people
38
Prepare the jury table
2 people
39
Test the microphone and megaphone
2 people
40
Check the course and obstacles
3 people

Event

41
Receive participants
3 people
42
Guide horses to stalls
4 people
43
Welcome visitors
3 people
44
Hand out race numbers
2 people
45
Announce the opening
46
Guide the dressage section
4 people
47
Serve break drinks
4 people
48
Refill drinks
2 people
49
Guide the jumping event
5 people
50
Serve snacks and sandwiches
4 people
51
Care for horses and participants
3 people
52
Gather the finalists
2 people
53
Support awards ceremony
3 people
54
Guide the audience to the exit
3 people
55
Ensure horses depart safely
4 people

Aftercare

56
Distribute leftover catering
2 people
57
Collect tableware
3 people
58
Collect waste
4 people
59
Clean up catering
3 people
60
Remove decorations
2 people
61
Dismantle the track and obstacles
4 people
62
Dismantle horse stalls
4 people
63
Clean the grounds
4 people
64
Load materials
4 people
65
Return borrowed items
2 people
66
Return fences and tents
2 people
67
Store unused groceries
2 people
68
Return the deposit and site
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Long tablesqty 10
Chairsqty 100
Bar stoolsqty 8
Registration desk
Judges' table
Waste binsqty 8

Sports equipment

Race barriersqty 40
Course lettersqty 12
Spring stanchionsqty 16
Springboardsqty 24
Water bowl
Dressage fences
Horse stallsqty 12
Hay netsqty 12
Horse water troughsqty 12
Wheelbarrowsqty 2
Forksqty 4
Scoopsqty 3
Obstacle numbersqty 20
Cleaning bucketsqty 4
Haltersqty 12
Lunge linesqty 12
Emergency blankets for horsesqty 6

Equipment

Megaphonesqty 2
Wireless microphone
Speakerqty 2
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Cash register
Payment terminal
Notice boardqty 2

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12

Decorations

Buntingqty 10
Balloonsqty 100
Rosettesqty 30
Trophiesqty 12
Prize ribbonsqty 30

Lighting

LED string lightsqty 6
LED lanternsqty 8

Cleaning

Broomqty 4
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 20
Hand broomsqty 4
Horse poop bagsqty 200
Paper towel dispenserqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Barrier tapeqty 6
Traffic conesqty 20

Paper goods

Bib numbersqty 40
Program leafletsqty 150
Pensqty 20
Clipboardsqty 8
Name stickersqty 100

Catering

Groceries

Tips

Secure the date, grounds, permits and insurance before opening entries. Confirm what the venue allows for horse stalls, temporary tents, vehicle access, parking and spectator areas, because changing these after invitations go out creates avoidable work.
Appoint the judge, veterinarian and announcer before publishing the programme. Include their availability in the event schedule and keep contact details accessible on the day; a missing official can delay the first class by hours.
Close registrations early enough to process entries, check horse passports and collect dietary requirements. Use the final entry list to create the start order, print race numbers and mark the horse stalls instead of guessing attendance at the last minute.
Plan horse welfare as part of the site layout, not as an extra service. Place water bowls, water troughs, hay nets, wheelbarrows, forks and scoops where handlers can reach them, and keep emergency horse blankets and cleaning buckets available.
Bring course equipment and communications materials to the grounds before event morning. Check competition fences, dressage letters, spring stanchions, boards, signs, speakers, microphones, extension cords and power strips in daylight, then brief volunteers on registration, directions and waste points.

Frequently asked questions

How early should I start organising a horse show?: Start at least 4 to 6 months before the show if you need to secure grounds, officials, permits and insurance. Open entries only after the programme and participant terms are ready, leaving enough time to process registrations and create the start order.
When should horse show entries close?: Close entries at least 7 to 10 days before the event. That gives you time to check horse passports, confirm dietary requirements, buy prizes and ribbons, print numbers, mark stalls and publish the final visitor information.
How many officials and volunteers do I need for a horse show?: Plan for one judge, one veterinarian and one announcer, then add volunteers for registration, course support, horse-stall areas, directions and waste. For a small show, begin with at least 6 to 10 volunteers and increase that number when classes or spectator areas expand.
What should I check the day before a horse show?: Check the weather, start order, registrations, stall markings, route signs and power supply the day before. Walk the grounds with the equipment list and confirm that fences, course letters, numbers, microphones, speakers, water supplies and emergency materials are present and usable.

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