How to organise a men’s competition without last-minute confusion

Start by fixing the competition format, rules and available grounds before inviting anyone. Once the course, officials and entry process are clear, build the operational plan around registrations, parking, stalls, volunteers and deliveries. The final week is for checking stock, weather, prizes and information; the event day is for a site inspection and a timed setup. Keep the published task and equipment lists beside you so nothing gets assumed or left until the morning.

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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 competition format
2 people
2
Reserve the grounds and stables
3
Check the competition rules
2 people
4
Arrange officials and jury
2 people
5
Create course design
2 people
6
Invite participants
2 people
7
Publish registration form
8
Recruit volunteers
2 people
9
Process registrations
2 people
10
Compile start list
2 people
11
Collect dietary requirements
12
Create parking plan
2 people
13
Set up the stalls
2 people
14
Confirm deliveries
15
Order prizes and ribbons
16
Send competition information
2 people
17
Create volunteer schedule
2 people
18
Check the weather forecast
19
Check material stock
2 people
20
Finalize shopping list
2 people
21
Conduct site inspection
2 people
22
Set out course materials
3 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Sort prizes and bib numbers
2 people
26
Cordon off the area
4 people
27
Set up the competition arena
4 people
28
Set up cones and gates
4 people
29
Set up dressage ring
4 people
30
Set up judges' table
2 people
31
Set up the registration table
2 people
32
Build the catering point
3 people
33
Set up the parking area and water point
3 people
34
Set up crowd barriers
3 people
35
Test audio and microphone
2 people
36
Hang start lists
2 people
37
Hold the jury briefing
4 people
38
Brief volunteers
3 people

Event

39
Receive participants
3 people
40
Hand out bib numbers
2 people
41
Check horses and harnesses
3 people
42
Inform the audience
2 people
43
Announce the opening
44
Support the dressage test
5 people
45
Process interim results
2 people
46
Serve drinks
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Check the course again
3 people
50
Guide the marathon route
6 people
51
Keep passages clear
3 people
52
Record split times
3 people
53
Direct the audience to safe zones
3 people
54
Clear obstacles
4 people
55
Check the final standings
3 people
56
Prepare awards ceremony
3 people
57
Support awards ceremony
4 people
58
Publish results
2 people
59
See participants off
3 people

Aftercare

60
Close catering
3 people
61
Clean up the venue
6 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Count competition equipment
2 people
65
Dismantle course materials
4 people
66
Clean the grounds
4 people
67
Clean the furniture
3 people
68
Return borrowed items
2 people
69
Send results and photos
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Jury tablesqty 2
Bar stoolsqty 6
Waste binsqty 8
Clothes racksqty 2

Sports equipment

Dressage fencesqty 24
Gate archesqty 8
Traffic conesqty 40
Marathon obstaclesqty 6
Letter boardsqty 12
Bib numbersqty 40
Bib holdersqty 40
Measuring tapesqty 3
Stopwatchesqty 6
Portable water tubsqty 6
Hay netsqty 12
Pitchforksqty 4
Scoopsqty 4
Wheelbarrowsqty 2
Marker conesqty 30
Barrier tapeqty 8
Crowd barriersqty 20
Vestsqty 20
Binocularsqty 4

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 8
Laptopsqty 3
Printersqty 2
Calculatorsqty 3

Lighting

Work lightsqty 6
String lightsqty 4
Flashlightsqty 8

Tableware

Reusable cupsqty 150
Reusable wine glassesqty 60
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Ice packsqty 24

Decorations

Stage ribbonsqty 6
Buntingqty 8
Competition flagsqty 12
Tableclothsqty 12
Prize ribbonsqty 12
Trophiesqty 12

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12
Hand broomsqty 4

Catering

Groceries

Tips

Set the format and rules before opening registration. Confirm how many participants the grounds and stables can handle, then use that limit when you publish the registration form and invite competitors.
Book the grounds, stables and officials early. Arrange the jury, course design and key deliveries before sending competition information, because changes to the start list affect parking, stalls, bib numbers and volunteer shifts.
Close registrations with enough time to process them. A practical deadline is 7 days before the competition: use the final list to collect dietary requirements, assign bib numbers and create the parking and volunteer plans.
Treat the course as a separate setup project. During the site inspection, check the placement of fences, arches, cones, obstacles and letter boards, then mark public areas with barrier tape and crowd barriers.
Finish physical preparation the day before where possible. Confirm deliveries, check material stock, sort prizes and bib numbers, chill drinks, and check the forecast; leave only final setup, course checks and refreshments for event morning.

Frequently asked questions

How far in advance should I organise a men's competition?: Start planning at least 8 to 12 weeks ahead. Reserve the grounds and stables first, then confirm officials, publish registration and order prizes early enough to allow for delivery delays.
When should registration close for a men's competition?: Close registration around 7 days before the event. That gives you time to process entries, compile the start list, collect dietary requirements and schedule volunteers.
How many volunteers do I need for a men's competition?: Plan separate coverage for the course, registration, parking, stalls, refreshments and cleanup; a small competition commonly needs at least 10 to 15 volunteers. Increase that number if events run simultaneously or the grounds are spread out.
What should I check the day before the competition?: Confirm deliveries, inspect the site, check the weather and material stock, and prepare prizes, bib numbers and drinks. Complete as much furniture, signage and equipment setup as possible before event morning, leaving a final safety walk-through for the day itself.

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.