How to organise a jumping competition
A jumping competition runs smoothly when the sporting decisions are made before you book equipment or open registration. Start with the competition format, categories and rules, then confirm the field, route builder, judges and announcer. After that, handle permits, insurance, entries, parking and volunteers in one working plan. The final week is for checking the course materials, prizes, start documents, sound system and site layout—not for solving missing basics.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set competition format
2 people
- 2
Determine race categories
2 people
- 3
Draw up competition rules
2 people
- 4
Assign judges
2 people
- 5
Confirm route builder
2 people
- 6
Arrange announcer
2 people
- 7
Reserve the competition field
2 people
- 8
Make parking lot reservation
2 people
- 9
Check permits
2 people
- 10
Check insurance coverage
2 people
- 11
Publish registration form
- 12
Send invitations
2 people
- 13
Process registrations
2 people
- 14
Register entry fees
2 people
- 15
Compile start list
2 people
- 16
Confirm participants
2 people
- 17
Collect dietary requirements
- 18
Schedule volunteers
2 people
- 19
Make a parking plan
2 people
- 20
Create floor plan
2 people
- 21
Prepare route design
2 people
- 22
Order prizes and ribbons
- 23
Check the shopping list
2 people
- 24
Do the shopping
2 people
- 25
Print the start documents
2 people
- 26
Inspect the grounds and soil
3 people
- 27
Set up obstacles and equipment
4 people
- 28
Check power supply
2 people
- 29
Check changing rooms and toilets
2 people
- 30
Prepare the prize table
2 people
- 31
Cordon off the area
3 people
- 32
Set up the course
5 people
- 33
Set up the paddock
3 people
- 34
Place information signs
2 people
- 35
Mark parking route
3 people
- 36
Set up the registration desk
2 people
- 37
Build the catering point
3 people
- 38
Chill drinks
2 people
- 39
Prepare snacks
3 people
- 40
Set up judges' table
2 people
- 41
Test sound system
2 people
- 42
Brief volunteers
3 people
Event
- 43
Receive participants
3 people
- 44
Hand out bib numbers
2 people
- 45
Check the horses and papers
2 people
- 46
Clear the course
2 people
- 47
Open the match
- 48
Announce starting order
- 49
Monitor the course
2 people
- 50
Process Jury Results
2 people
- 51
Serve drinks
3 people
- 52
Refill drinks
2 people
- 53
Refill snacks
2 people
- 54
Inform the audience
- 55
Collect waste
2 people
- 56
Prepare awards ceremony
2 people
- 57
Carry out award ceremony
3 people
- 58
Close the competition
2 people
Aftercare
- 59
Dismantle the course
5 people
- 60
Clean up the venue
4 people
- 61
Check the stables and paddocks
3 people
- 62
Wash dishes
3 people
- 63
Empty coolers
2 people
- 64
Dispose of waste
3 people
- 65
Clean the grounds
3 people
- 66
Inventory materials
2 people
- 67
Return borrowed items
2 people
- 68
Archive competition materials
- 69
Process expenses and payments
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Tablesqty 10
- Chairsqty 80
- High tablesqty 4
- Judges' table
Sports equipment
- Springboardsqty 24
- Beam holdersqty 48
- Standsqty 24
- Water bowl
- Wall obstacle
- Start and finish signsqty 2
- Bib numbersqty 80
- Dressage number holdersqty 80
- Conesqty 20
- Crowd control barriersqty 30
- Soil rakesqty 4
- Wheelbarrowsqty 2
- Obstacle lettersqty 12
- Winner ribbonsqty 30
- Color bandsqty 6
Equipment
- Sound system
- Wireless microphonesqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Coolersqty 4
- Thermos flasksqty 4
- Speakersqty 2
Lighting
- LED lampsqty 8
- String lightsqty 4
Tableware
- Reusable cupsqty 150
- Platesqty 100
- Cutlery setsqty 100
- Coffee cupsqty 80
Kitchen
- Kettlesqty 2
- Cutting boardsqty 3
- Knivesqty 4
- Serving plattersqty 8
- Serving tongsqty 6
- Thermos bottlesqty 4
Decorations
- Buntingqty 8
- Competition pennantsqty 12
- Tableclothsqty 10
- Trophiesqty 12
Cleaning
- Hand broomsqty 4
- Trash binsqty 8
- Mop setsqty 2
- Bucketsqty 4
- Toilet brushesqty 4
Safety
- First aid kitsqty 2
- Fire extinguishersqty 2
- Flashlightsqty 4
Catering
- Groceries
Tips
- Set the format and categories before publishing the registration form. Your rules should state eligibility, starting order, judging method and how ties or withdrawals are handled.
- Confirm the competition field, route builder, judges and announcer before sending invitations. Keep at least one named backup volunteer for each operational role so a late cancellation does not stop the event.
- Check permits and insurance coverage early, then reserve parking and draw a plan showing the competition field, warm-up area, spectator barriers, tents, tables and power connections. Do this before ordering or borrowing equipment.
- Close registrations on a clearly stated date, then compile the start list and confirm every participant. Print the start documents only after entry details, categories and bib numbers have been checked against the final list.
- Walk the site the day before with the route design and equipment checklist. Check springboards, beam holders, stands, wall obstacles, cones, signs, letters, rakes and wheelbarrows, and test the microphones, speakers, extension cords and LED lighting before competitors arrive.
Frequently asked questions
- How far in advance should I organise a jumping competition?
- Start the sporting and site planning at least 8 to 12 weeks before the competition. Use the first weeks for the format, rules, field, officials, permits and insurance; open registration only when those basics are confirmed.
- When should I publish the registration form?
- Publish it after the competition categories, rules, entry process and closing date are fixed. Leave registration open for a defined period, then allow at least 7 days to check entries, collect dietary requirements and build the start list.
- How do I plan parking for a jumping competition?
- Create the parking plan as soon as the field and expected entries are known, ideally 3 to 4 weeks beforehand. Mark participant, visitor and service areas, and place parking information in the confirmation sent to competitors.
- When should I prepare the jumping course and equipment?
- Finalise the route design several days before the event and complete a physical equipment check the day before. Test the sound system and wireless microphones at least 2 hours before the first start, with extension cords, power strips and lighting ready.
Start this plan in Lizzt
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