How to organise a men’s competition from start to finish

Start by fixing the match date, venue, rules and competition categories. Once those decisions are set, open registration early enough to build a reliable starting order and assign officials and volunteers. Safety needs its own plan: inspect obstacles, check permits and confirm first-aid supplies before participants arrive. In the final week, confirm competitors, dietary requirements and staffing, then print starting lists and inspect the course again on the day.

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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 match date
2 people
2
Reserve competition venue
2 people
3
Set the match rules
2 people
4
Set the course and categories
3 people
5
Invite officials and jury
2 people
6
Check obstacles
3 people
7
Prepare safety plan
2 people
8
Create registration form
9
Send invitations
2 people
10
Open registration
11
Recruit volunteers
2 people
12
Book catering
2 people
13
Order prizes and ribbons
14
Check permits
2 people
15
Check first aid supplies
16
Process registrations
2 people
17
Collect dietary requirements
18
Set up the starting order
2 people
19
Confirm participants
2 people
20
Assign volunteers
2 people
21
Check the weather forecast
22
Do a final course inspection
3 people
23
Print the starting lists
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Collect materials
3 people
27
Check grounds and toilets
2 people
28
Fence off the paddock
4 people
29
Set out the course
5 people
30
Set up obstacles
5 people
31
Set up the start and finish line
2 people
32
Set up the jury table
2 people
33
Set up tables and chairs
4 people
34
Set up the registration table
2 people
35
Set up catering point
3 people
36
Restock toilet supplies
37
Set up the first aid station
2 people
38
Test the lighting
2 people
39
Test the PA system
2 people
40
Hold the jury briefing
4 people
41
Hold a volunteer briefing
8 people

Event

42
Register participants
3 people
43
Hand out race numbers
2 people
44
Check horses and harnesses
3 people
45
Welcome the audience
3 people
46
Announce the program
47
Support the dressage test
4 people
48
Process dressage results
2 people
49
Serve drinks
3 people
50
Provide coffee and tea
2 people
51
Serve snacks and sandwiches
3 people
52
Refill drinks
2 people
53
Check the course between trials
3 people
54
Run the skills course
5 people
55
Process interim results
2 people
56
Empty trash bins
2 people
57
Check the marathon course
4 people
58
Support the marathon event
6 people
59
Process marathon results
2 people
60
Inform the audience of the results
61
Prepare awards ceremony
3 people
62
Carry out award ceremony
4 people
63
Serve the last refreshments
2 people
64
See participants off
2 people
65
Close off the public area
3 people

Aftercare

66
Take down obstacles
5 people
67
Gather course materials
4 people
68
Clean the grounds
4 people
69
Wash dishes
3 people
70
Clear tables and chairs
4 people
71
Dispose of waste
2 people
72
Clean the restrooms
2 people
73
Inventory materials
2 people
74
Return borrowed materials
2 people
75
Clear out unused stock
2 people
76
Publish results
77
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Jury tablesqty 3
Bar stoolsqty 6
Changing room screensqty 4

Sports equipment

Competition carriagesqty 2
Course conesqty 24
Match ballsqty 24
Course lettersqty 20
Obstacle blocksqty 24
Obstacle fencesqty 12
Bollardsqty 80
Barrier tapeqty 12
Bib numbersqty 40
Dressage lettersqty 20
Measuring tapesqty 3
Stopwatchesqty 6
Scoreboardsqty 3
Spare parts

Equipment

PA system
Microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Laptopqty 2
Printersqty 2
Power banksqty 6

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Bread knivesqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Competition flagsqty 20
Stage ribbonsqty 12
Tableclothsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and reserve the venue before opening registration. Allow at least 6–8 weeks for invitations, officials, permits and equipment such as competition carriages, cones, bib numbers and scoreboards.
Write the rules, course layout and categories before sending invitations. Include registration closing time, starting order rules and any equipment or eligibility requirements so you do not have to clarify them one by one later.
Treat course safety as a separate workstream. Check obstacle blocks, fences, bollards and barrier tape at least twice, then complete a final inspection on the event day; do not rely on an old course layout.
Assign volunteers to specific jobs and time slots, not just to a general helper list. Cover registration, course control, catering, results and equipment, and give each team a contact method such as the PA system or a shared phone list.
Prepare the event-day paperwork and power setup the day before. Print starting lists, test the laptop, printer, microphones and speakers, and secure extension cords under cable mats; chill drinks only after storage and serving space are ready.

Frequently asked questions

How far in advance should I organise a men’s competition?: Start at least 6–8 weeks before the match date. That gives you time to reserve the venue, invite officials, check permits, open registration, order prizes and recruit enough volunteers.
When should registration close for a men’s competition?: Close registration 7–10 days before the competition. Use that period to process entries, collect dietary requirements, create the starting order and send final confirmation to every participant.
How many volunteers do I need for a men’s competition?: Plan for at least one named volunteer for each active function, including registration, course control, results, catering and equipment. Add one or two floaters for breaks, unexpected repairs and participant questions.
When should I inspect the competition course?: Inspect the course once during setup and again on the event day, ideally 2–3 hours before the first start. Check obstacles, markings, barriers and access routes, and keep spare parts and first-aid supplies immediately available.

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