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

Organising a men’s competition starts with the date, venue and format—not with buying equipment. Secure the permit, insurance, officials and course plan before opening registration. Then build the participant list, arrange practical services and assign volunteers to registration, judging, safety and catering. Keep the final week for checking equipment, printing documents, inspecting the grounds and preparing weather-related changes.

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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
Confirm date and location
2 people
2
Apply for competition permit
3
Check insurance
4
Set the match rules
3 people
5
Reserve the jury and officials
2 people
6
Determine the course and tests
3 people
7
Send invitations
2 people
8
Open registration form
9
Approach sponsors
2 people
10
Recruit volunteers
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send participant confirmations
14
Publish start list
15
Reserve parking spaces
16
Reserve power supply
17
Reserve toilets
18
Order catering
2 people
19
Order prizes and ribbons
20
Check material stock
2 people
21
Check the weather forecast
22
Print start documents
23
Do the shopping
2 people
24
Store chilled products
2 people
25
Mow and inspect the grounds
2 people
26
Mark off the competition area
3 people
27
Mark the parking area
3 people
28
Set out the competition course
4 people
29
Place cones and obstacles
4 people
30
Set up judges' table
2 people
31
Set up the registration desk
2 people
32
Set up catering area
3 people
33
Set up audience tables
3 people
34
Set out chairs and bins
3 people
35
Hang decorations
2 people
36
Test sound system
2 people
37
Set up horse welfare station
2 people
38
Prepare catering
3 people
39
Brief volunteers
2 people

Event

40
Receive participants
3 people
41
Check horses and harnesses
2 people
42
Hand out race numbers
2 people
43
Welcome the audience
3 people
44
Give opening briefing
2 people
45
Support the dressage test
5 people
46
Announce the break program
47
Guiding the cone course
5 people
48
Guide the obstacle course
6 people
49
Refill drinks
2 people
50
Serve snacks and meals
3 people
51
Check toilets
52
Securing the grounds and audience
2 people
53
Refill horse drinking water
2 people
54
Process interim results
2 people
55
Check the result
3 people
56
Handle prize ceremony
3 people
57
See the audience out
3 people

Aftercare

58
Dismantle the competition grounds
5 people
59
Clean up catering
3 people
60
Wash dishes
2 people
61
Collect waste
3 people
62
Clean the grounds
4 people
63
Gather borrowed materials
2 people
64
Return materials
2 people
65
Send results and thank-you message
66
Process invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Judges' table
Bar stoolsqty 6
Market stallsqty 2

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Sports equipment

Dressage lettersqty 12
Race conesqty 24
Skittle ballsqty 24
Obstacle postsqty 12
Obstacle polesqty 18
Course tapeqty 6
Measuring tapesqty 2
Stopwatchesqty 4
Bib numbersqty 40
Scoreboardsqty 4
Scorecardsqty 100
Clipboardsqty 8
Pensqty 30
Walkie-talkiesqty 8
Flashlightsqty 6
Water troughs for horsesqty 12
Hay netsqty 12
Manure forksqty 4
Wheelbarrowsqty 2
Parking lot conesqty 30
Rope barrierqty 200
Fencingqty 20

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 8

Decorations

Buntingqty 10
Competition flagsqty 12
Tableclothsqty 12
Trophiesqty 6
Ribbonsqty 6

Lighting

String lightsqty 8
Work lightsqty 4

Cleaning

Waste binsqty 10
Trash grabbersqty 3
Broom setsqty 4
Mopsqty 3
Bucketsqty 6
Spongesqty 12
Hand soap dispensersqty 4
Toilet paper holdersqty 4
First aid kitsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 12
Thermos flasksqty 6

Catering

Groceries

Tips

Set the rules, course and tests before sending invitations. Participants need clear information about disciplines, timings, scoring and entry requirements before they register.
Reserve officials, jury members and volunteers early. A competition with several tests needs named people for judging, timekeeping, registration, course control and communication, rather than a general volunteer pool.
Close registration early enough to publish a reliable start list. Allow time to process entries, collect dietary requirements and send confirmations before printing bib numbers, scorecards and start documents.
Check infrastructure separately from sports equipment. Confirm power supply, toilets, parking, tents, tables and chairs, then test extension cords, power strips, the sound system and wireless microphones on site.
Do the final site check on the day before or morning of the event. Inspect and mow the grounds, check the weather forecast, store chilled food correctly, and place course markers, scoreboards, water troughs and hay nets where they are needed.

Frequently asked questions

How far in advance should I organise a men's competition?: Start at least 8 to 12 weeks ahead. Use the first weeks for the date, location, permit, insurance, rules, officials and course; open registration only after those basics are confirmed.
When should registration close for a men's competition?: Close registration 7 to 14 days before competition day. This gives you time to check entries, collect dietary requirements, confirm participants and publish the start list.
How many volunteers do I need for a men's competition?: Plan at least one responsible person for each active area: registration, judging support, timekeeping, course control, safety, catering and communication. Add one or two reserve volunteers for breaks and unexpected absences.
What should I check the day before a men's competition?: Check the weather, grounds, power, toilets, parking, signage and all competition equipment one day before. Also prepare printed start documents, scorecards, bib numbers, chilled products and volunteer instructions.

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.