How to organise a horse show from first plan to final class

A horse show works best when the sport, horse welfare and visitor flow are planned together. Start by fixing the date and programme, then build the entry process, staffing plan and supplier schedule around it. In the final weeks, check participant details, compile start lists and prepare signs, numbers and programme booklets. The last checks should cover the arena, horse stalls, water, feed, weather, prizes and communication for everyone 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
Draft participant terms and conditions
2 people
3
Invite participants
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Compile start lists
2 people
8
Check participant details
2 people
9
Make reservations
10
Confirm supplier agreements
11
Schedule volunteers
2 people
12
Assigning roles to volunteers
2 people
13
Publish audience information
14
Prepare route signs
2 people
15
Make bib numbers
2 people
16
Print program booklets
2 people
17
Prepare name badges
18
Check prizes and ribbons
2 people
19
Review the horse welfare plan
2 people
20
Check the weather forecast
21
Do the shopping
3 people
22
Collect materials
3 people
23
Fill coolers
2 people
24
Prepare catering
3 people
25
Check horse stalls
2 people
26
Inspect the grounds
3 people
27
Clear the site
3 people
28
Level the competition surface
3 people
29
Mark the arrival area
2 people
30
Mark parking spaces
2 people
31
Set up tables and chairs
4 people
32
Build party tents
4 people
33
Set up crowd barriers
4 people
34
Set up the obstacle course
4 people
35
Set out the dressage ring
3 people
36
Set up the stable and care area
3 people
37
Set up water stations
2 people
38
Set up the catering buffet
3 people
39
Test the cash register and card terminal
2 people
40
Test music and microphone
2 people
41
Put up route signs
2 people
42
Lay out bib numbers
2 people
43
Set up judges' table
2 people

Event

44
Register horses
3 people
45
Check documents
2 people
46
Guide horses to stalls
3 people
47
Open the public desk
2 people
48
Welcome the audience
4 people
49
Distribute program
2 people
50
Guide the warm-up of the horses
2 people
51
Deliver the opening presentation
2 people
52
Guiding dressage events
4 people
53
Supervise jumping components
4 people
54
Announce the break program
55
Serve snacks and drinks
4 people
56
Refill drinks
2 people
57
Refill buffet
2 people
58
Empty trash bins
2 people
59
Keep the audience area clean
2 people
60
Refill water and hay
2 people
61
Guide horse changes
3 people
62
Support the evening show
5 people
63
Handle prize ceremony
3 people
64
Guide the audience to the exit
3 people
65
Guide Horses Back to Trailers
3 people

Aftercare

66
Close catering
3 people
67
Wash dishes
3 people
68
Clear tables and chairs
4 people
69
Take down party tents
4 people
70
Remove crowd barriers
4 people
71
Take down the course and ring
4 people
72
Clean the grounds
4 people
73
Dispose of waste
2 people
74
Gather borrowed materials
2 people
75
Clean materials
3 people
76
Return materials
2 people
77
Store leftover stock
2 people
78
Final site inspection
2 people
79
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 180
Bar stoolsqty 12
Judges' table
High tablesqty 8
Conesqty 30
Crowd barriersqty 40
Barrier tapeqty 6

Sports equipment

Dressage fencesqty 20
Spring stanchionsqty 16
Springboardsqty 24
Water bowl
Cavalettiqty 8
Marker lettersqty 8
Measuring tapeqty 2
Obstacle numbersqty 16
Bib numbersqty 30
Bristle brushesqty 8
Hay netsqty 20
Feed bowlsqty 20
Drinking bowlsqty 20
Buckets of waterqty 12
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 3
Hay balesqty 30
Rubber stable matsqty 20

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Card machinesqty 2
Cash registersqty 2
Cash wallet for changeqty 2
Walkie-talkiesqty 8
Mobile phonesqty 4
Power banksqty 4
Calculatorsqty 2

Lighting

LED construction lightsqty 8
String lightsqty 6
Rechargeable lanternsqty 10

Tableware

Reusable drinking glassesqty 220
Reusable coffee cupsqty 120
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Serving plattersqty 16
Aluminum foilqty 2

Decorations

Buntingqty 8
Flower arrangementsqty 6
Prize ribbonsqty 30
Prize cupsqty 12
Program boardsqty 4
Directional signsqty 12
Tableclothsqty 12

Catering

Groceries

Cleaning

Broomsqty 4
Cansqty 3
Mopsqty 4
Bucketsqty 6
Trash binsqty 12
Toilet brushesqty 4
Rubber glovesqty 12
Hand broomsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 8
Emergency blanketsqty 6
Bandage suppliesqty 4

Paper goods

Program bookletsqty 220
Registration formsqty 50
Jury formsqty 100
Name badgesqty 60
Pensqty 40
Markersqty 20
Clipboardsqty 12
Tapeqty 8
Scissorsqty 6
Weatherproof labelsqty 100

Horse care

Haltersqty 24
Guide ropesqty 24
Waste bagsqty 500
Manure wheelbarrowsqty 3
Manure forksqty 4
Sweat blanketsqty 12
Cooling bandagesqty 8
Buckets for groomingqty 8
Sponge clothsqty 12
Fly masksqty 12
Horse bandagesqty 4
Thermometersqty 4
Stallion Chainsqty 4

Tips

Set the date and programme before inviting participants. Include registration deadlines and publication dates for start lists, so you have time to check details and correct missing information.
Close registrations early enough to build accurate start lists. Collect dietary requirements at the same time, then confirm participant names, classes and contact details before printing bib numbers or programmes.
Assign volunteers to specific roles and time slots rather than asking for general help. Include cover for registration, stewarding, arena changes, catering and stable checks throughout the day.
Review the horse welfare plan at least one week before the show, then check stalls, rubber mats, hay nets, feed bowls, drinking bowls and water on the day. Prepare extra buckets of water and basic stable tools where horses will be kept.
Walk the site before opening the gates and check route signs, crowd barriers, barrier tape, cones, arena equipment and the judges' table. Test wireless microphones and speakers before participants and spectators arrive.

Frequently asked questions

How far in advance should I organise a horse show?: Begin planning at least 8 to 12 weeks before the event. Set the date and programme first, then allow time for registrations, supplier confirmations, volunteer scheduling and welfare checks.
When should horse show entries close?: Close entries around 10 to 14 days before the show if possible. This gives you several days to check participant details, compile start lists and resolve missing information before printing.
What should I check the day before a horse show?: Check the arena layout, signs, barriers, stalls, water, hay, prizes, ribbons and printed materials the day before. Test the sound system and confirm volunteer arrival times at least 24 hours in advance.
How many volunteers are needed for a horse show?: For a small show, plan for at least 6 to 10 volunteers, with separate cover for registration, stewarding, arena work, catering and stable checks. Add people when classes overlap or the site has multiple arenas.

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.