How to organise a horse show from first plans to final clear-up

A horse show needs more than a date, arena and list of competitors. Start by fixing the programme and venue, then work through permits, insurance, officials, entries and horse welfare before ordering supplies. The timing of the start lists, stalls, catering and volunteer briefing affects how smoothly the day runs. This guide helps you put those decisions in the right order and avoid problems that are difficult to solve once horses and riders are on site.

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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 program
2 people
2
Reserve the venue and grounds
3
Arrange permits and notifications
2 people
4
Check insurance
5
Confirm the jury and announcer
2 people
6
Arrange a veterinarian and farrier
2 people
7
Draw up participant rules
2 people
8
Publish registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Process registrations
2 people
12
Register horses and riders
2 people
13
Collect dietary requirements
14
Compile start lists
2 people
15
Send start lists to participants
16
Order prizes and ribbons
17
Book catering
18
Check first aid supplies
19
Write announcement copy
20
Assign volunteers
2 people
21
Make a parking plan
2 people
22
Check the weather forecast
23
Do the shopping
3 people
24
Inspect the grounds and stables
3 people
25
Set up horse stalls
3 people
26
Level the ground
4 people
27
Set up the competition arena
4 people
28
Set up jump and show elements
4 people
29
Mark off audience sections
3 people
30
Set up tables and chairs
4 people
31
Hang up decorations
3 people
32
Set up lighting
3 people
33
Test sound equipment
2 people
34
Set up the catering area
3 people
35
Chill drinks
2 people
36
Lay out bib numbers
2 people
37
Set up judges' table
2 people

Event

38
Register horses
3 people
39
Check horses and documents
2 people
40
Guide to the parking area
3 people
41
Welcome the audience
4 people
42
Distribute program
2 people
43
Announce the opening
44
Escort participants to the arena
3 people
45
Keep the arena safe
2 people
46
Announce competition rounds
47
Record scores and times
2 people
48
Present prizes
3 people
49
Serve snacks
3 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Keep catering tables clean
2 people
53
Check toilets
2 people
54
Empty trash bins
2 people
55
Monitor horse breaks
3 people
56
Water the horses
3 people
57
Incident reporting
58
Ensure the audience leaves safely
3 people
59
Guide Horses Back to Trailers
3 people

Aftercare

60
Dismantle the piste and audience area
5 people
61
Clear away jumping equipment
4 people
62
Clean the stables
4 people
63
Take down tables and chairs
4 people
64
Wash the dishes and kitchenware
3 people
65
Collect waste
3 people
66
Clean the grounds
4 people
67
Remove decorations
3 people
68
Return equipment
2 people
69
Return rental items
2 people
70
Collect unclaimed items
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
Judges' table
Coat racksqty 2

Sports equipment

Arena fencesqty 80
Springboardsqty 20
Spring stanchionsqty 12
Dressage lettersqty 12
Conesqty 24
Measuring tapesqty 3

Animal care

Horse stallsqty 20
Water tubsqty 24
Feed bowlsqty 20
Hay netsqty 20
Poop forksqty 6
Wheelbarrowsqty 3
Stable broomsqty 4
Grooming kitsqty 4

Safety

Traffic barriersqty 20
Barrier tapeqty 6
First aid kitsqty 3
Fire extinguishersqty 4
Work glovesqty 12
Reflective vestsqty 12
Flashlightsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Cash boxesqty 2

Lighting

LED lampsqty 10
String lightsqty 6

Decorations

Buntingqty 8
Welcome signsqty 3
Program standsqty 6

Tableware

Reusable glassesqty 180
Reusable coffee cupsqty 80
Reusable platesqty 180
Reusable cutleryqty 180
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4

Catering

Groceries

Tips

Set the date and programme before opening registration. Allow enough time to confirm the venue, grounds, jury, announcer, veterinarian and farrier before publishing the entry form.
Close registrations early enough to check horse and rider details, dietary requirements and class capacity. Send the final start lists to participants before show day rather than relying on last-minute changes.
Inspect the grounds and stables before setting up. Confirm that arena fences, spring equipment, dressage letters, stalls, water tubs, hay nets and manure equipment are in place and usable.
Build the safety plan around horse and spectator movement. Mark parking and restricted areas with traffic barriers or barrier tape, assign volunteers in reflective vests, and check first-aid kits, fire extinguishers and lighting.
Test the public-address system before competitors arrive. Check the wireless microphones, speakers, mixer, extension cords and power strips, then brief the announcer and volunteers on the running order and emergency contacts.

Frequently asked questions

How far in advance should I organise a horse show?: Start planning at least 3 to 6 months ahead. Secure the venue, programme, permits, insurance and officials first; open registration only after those basics are confirmed.
When should I send the start list for a horse show?: Send the final start list at least 3 to 5 days before the show. This gives riders time to check their class, arrival time and horse details while leaving a short window for corrections.
How many volunteers do I need for a horse show?: Plan for at least 1 volunteer per key operating area, such as parking, the arena, the stables, registration and catering. Add extra cover for breaks and busy arrival periods, especially when several classes run close together.
What should I check the day before a horse show?: Inspect the arena and stables, set up the horse stalls, test the sound system and confirm the weather forecast the day before. Recheck first-aid supplies, water, feed equipment, barriers and the volunteer contact list before opening.

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.