How to organise a hunting dog trial

A hunting dog trial needs more than a marked route and a judging team. Start by securing the date, location and site permission, then work through permits, registrations and the trial format before arranging catering and facilities. The running order, test materials and score sheets should be ready well before participants arrive. On the day, clear marking, a controlled parking area and reliable communication keep the trial moving safely.

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
Confirm date and location
2
Arrange site permission
3
Check permits
4
Assign judges and helpers
5
Determine tasting items
2 people
6
Send invitations
7
Process registrations
2 people
8
Collect dietary requirements
9
Book catering
10
Reserve toilet facilities
11
Create the parking layout
12
Set out test routes
3 people
13
Set the starting order
2 people
14
Send participant information
15
Prepare score sheets
2 people
16
Make bib numbers
17
Check the weather forecast
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Check sample materials
2 people
21
Mark the area
4 people
22
Set up the parking area
2 people
23
Set up tents and tables
4 people
24
Set Up Registration Desk
2 people
25
Build the catering buffet
3 people
26
Install water stations for dogs
2 people
27
Set up judges' table
2 people

Event

28
Brief judges and helpers
4 people
29
Receive participants
3 people
30
Check dogs
2 people
31
Opening and safety briefing
2 people
32
Guide tasting items
6 people
33
Record scores
2 people
34
Refill dog water
2 people
35
Serve drinks and coffee
3 people
36
Refill drinks
2 people
37
Refill snacks
2 people
38
Check results
2 people
39
Handle prize ceremony
3 people
40
See participants off
2 people

Aftercare

41
Collect sample material
4 people
42
Take down tents and furniture
4 people
43
Collect waste
3 people
44
Wash dishes
2 people
45
Clean the grounds
4 people
46
Archive results digitally
47
Send participants the results
48
Return borrowed materials
2 people
49
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
Jury tablesqty 2
Waste binsqty 6
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Thermos flasksqty 4

Equipment

Coolersqty 5
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone
Notice boardqty 2

Sports equipment

Hunting dog dummiesqty 12
Retrieve blocksqty 6
Whistlesqty 8
Long linesqty 6
Marker flagsqty 30
Conesqty 30
Measuring tapesqty 3
Stopwatchesqty 4
Water bowls for dogsqty 8
Water jerrycansqty 6
Dog waste bag dispensersqty 6

Lighting

LED lampsqty 8
Work lightsqty 4

Decorations

Start and finish signsqty 2
Directional signsqty 12
Tableclothsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 12
Flashlightsqty 6

Catering

Groceries

Tips

Confirm site permission and permits before sending invitations. Allow at least four weeks for approvals, especially if the trial uses public access routes or requires parking arrangements.
Close registrations early enough to collect dietary requirements and create the starting order. Send participant information at least seven days before the trial, including arrival time, parking instructions and what handlers need to bring.
Prepare the test area in sequence: set out routes, place marker flags and cones, then check distances with measuring tapes. Walk every route once before the first dog starts and keep spare markers available.
Give judges and helpers written roles, score sheets and stopwatches before registration opens. Keep the judging tables, retrieve blocks, dummies, whistles and long lines together so nobody is searching for equipment between tests.
Finish the site setup before competitors arrive. Put out water bowls and filled jerrycans, waste bag dispensers, bib numbers and the megaphone, then test power leads, lighting and any coffee or catering equipment.

Frequently asked questions

How far in advance should I organise a hunting dog trial?: Start planning at least eight weeks before the trial. Secure the date, location, permission and permits first; send invitations only once those details are confirmed. Close registrations about one week before the event so you can prepare the running order and catering.
What should I include in the participant information?: Send it at least seven days before the trial. Include the arrival and registration time, parking layout, starting order or check-in procedure, route conditions, required equipment and how dietary requirements should be reported.
How do you set up a hunting dog trial course?: Set out each test route before registration, using marker flags and cones, and measure the relevant distances. Walk the complete course on the morning of the trial, ideally at least 60 minutes before the first start, to check visibility, hazards and misplaced markers.
How many helpers are needed for a hunting dog trial?: Plan for at least one helper at registration, one person managing parking and one helper per active test area, in addition to the judges. Add a backup helper if the trial has several routes or more than 20 participating dogs, because handlers and equipment will otherwise compete for the same people.

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.