How to organise a jumping competition

A jumping competition runs smoothly when entries, officials, course design and horse logistics are planned in the right order. Start by reserving the venue and setting the competition rules, then build accurate start lists as registrations come in. In the final week, confirm the judges, course builder, announcer and volunteers, and send participants clear practical information. On the day, inspect the arena, set up the secretariat and jury table, and check safety, parking and emergency arrangements before the first rider starts.

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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
Send invitations
2 people
2
Reserve competition venue
3
Set the match rules
2 people
4
Process registrations
2 people
5
Keep start lists up to date
6
Collect dietary requirements
7
Confirm judges
8
Confirm course builder
9
Confirm the announcer
10
Make material reservations
11
Send participant information
2 people
12
Assign volunteers
2 people
13
Make a parking plan
14
Check the entry fees
2 people
15
Order prizes and ribbons
16
Compile emergency numbers
17
Check emergency exits
2 people
18
Print the starting lists
19
Do the shopping
2 people
20
Collect materials
3 people
21
Inspect the competition area
2 people
22
Block off the parking area
3 people
23
Set up the competition secretariat
2 people
24
Set up the jury table
2 people
25
Set out the course
3 people
26
Set up the jump obstacles
4 people
27
Set up the drive-in area
3 people
28
Set up stalls and grooming areas
3 people
29
Set up crowd barriers
3 people
30
Set up tables and chairs
4 people
31
Set up party tents
4 people
32
Connect power and lighting
2 people
33
Test the PA system
2 people
34
Prepare catering
3 people
35
Chill drinks
2 people
36
Set up the coffee and tea station
2 people
37
Set up the registration desk
2 people
38
Prepare numbers and vests
2 people
39
Conduct a safety check
3 people

Event

40
Register participants
3 people
41
Direct horses to starting order
2 people
42
Welcome the audience
3 people
43
Open the match
2 people
44
Announce starting order
45
Guide riders to the ring
2 people
46
Carry out timekeeping
2 people
47
Process competition results
2 people
48
Restore the course
3 people
49
Refill drinks
2 people
50
Serve snacks and sandwiches
3 people
51
Serve coffee and tea
2 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Prepare awards ceremony
2 people
55
Carry out award ceremony
3 people
56
Publish final results
57
See the audience out
3 people
58
Ensure horses depart safely
3 people

Aftercare

59
Dismantle competition equipment
4 people
60
Clear jump obstacles
4 people
61
Clean the grounds
4 people
62
Clean the stables and grooming areas
3 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Take down party tents
4 people
66
Dispose of waste
2 people
67
Archive results
68
Return materials
3 people
69
Return unused groceries

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' table
Registration desk
Clothes racksqty 2

Sports equipment

Jump obstaclesqty 12
Springboardsqty 30
Boat spoonsqty 24
Sponsor polesqty 12
Dressage boardsqty 4
Conesqty 30
Crowd control barriersqty 40
Bib numbersqty 80
Bib holdersqty 80
Bib numbersqty 80
Horse water troughsqty 12
Hay netsqty 20
Wheelbarrowsqty 3
Manure forksqty 4
Scoopsqty 3
Fence anchorsqty 40
Prize ribbonsqty 30
Cup prizesqty 12
First aid kitsqty 2
Flashlightsqty 4

Equipment

PA system
Wireless microphonesqty 2
Speakersqty 2
Laptop
Printer
Stopwatchesqty 3
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Kettleqty 2
Coffee machinesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Tongs and serving spoonsqty 8
Bread basketsqty 6
Cookie tinsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Toilet brushesqty 3

Lighting

Work lightsqty 4
LED light stringsqty 6

Decorations

Competition flagsqty 12
Information boardsqty 8
Directional signsqty 12

Catering

Groceries

Tips

Set the rules before opening registration, including classes, entry requirements, starting order and entry fees. Changing these details after invitations are sent creates extra work and confused participants.
Keep the start lists live rather than waiting until the closing date. Recheck them after every registration change, and print the final versions only after withdrawals and late corrections have been processed.
Confirm the judge, course builder and announcer several weeks before the competition, then send each person their arrival time, responsibilities and contact details. These roles are difficult to replace at short notice.
Plan horse traffic separately from spectator traffic. Mark the parking area, provide water troughs and hay nets, and make sure barriers, manure forks, wheelbarrows and scoops are available before horses arrive.
Finish the physical setup before the first competitors check in. Allow time to inspect the jumping area, anchor fences, test the PA system and microphones, and place the registration desk, jury table and printed start lists.

Frequently asked questions

How far in advance should I organise a jumping competition?: Start planning at least 8 to 12 weeks before the competition. Reserve the venue first, then confirm officials and open registration early enough to build reliable start lists.
When should I send information to jumping competition participants?: Send the main participant information at least 7 days before the event. Include arrival and parking instructions, start times, rules, entry details and any dietary or practical arrangements.
How many volunteers do I need for a jumping competition?: Plan for at least 1 volunteer per active task area, with extra cover for registration, parking, arena support and horse care. For a small competition, 6 to 10 volunteers is a practical starting point, depending on the number of classes and entries.
When should the course and competition area be set up?: Set out the course and inspect the competition area on the day before the first class, or early enough on the event day to leave at least 60 minutes for corrections. Test the PA system and check emergency exits before competitors arrive.

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.