How to organise a men's competition

Start by fixing the competition structure and venue before opening registration. You will need time for permits, insurance, officials, a veterinarian and a farrier, as well as a clear set of rules. Once entries come in, turn them into a start list and use it to plan the course, parking, traffic flow, catering and staffing. The details most often missed are power, deliveries, weather decisions and practical information for competitors.

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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
Reserve competition venue
2
Apply for competition permit
3
Check insurance
4
Set the competition rules
2 people
5
Book officials
6
Book the veterinarian
7
Book the farrier
8
Send invitations
2 people
9
Open registration form
10
Approach sponsors
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Prepare the start list
2 people
14
Publish start list
15
Set out the course
3 people
16
Make a traffic plan
2 people
17
Create the parking layout
18
Confirm deliveries
19
Order prizes and ribbons
20
Check the weather forecast
21
Do the shopping
2 people
22
Check materials
2 people
23
Lay out bib numbers
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Mow the grounds
2 people
27
Check toilets
28
Open the venue
2 people
29
Fence off the paddock
4 people
30
Check the course
3 people
31
Set up obstacles
5 people
32
Mark the start and finish lines
2 people
33
Set up judges' table
2 people
34
Set up registration
2 people
35
Set up catering
3 people
36
Set up tables and chairs
4 people
37
Barrier off the public route
2 people
38
Mark the parking area
3 people
39
Set up signage
2 people
40
Test sound system
2 people
41
Welcome officials
2 people

Event

42
Inspect horses and harnesses
3 people
43
Register participants
3 people
44
Hand out race numbers
2 people
45
Welcome the audience
3 people
46
Handle announcements
47
Give the riders briefing
2 people
48
Guide the dressage competition segment
5 people
49
Guide the skill competition segment
6 people
50
Serve break snacks
3 people
51
Refill drinks
2 people
52
Check toilets periodically
53
Check audience areas
2 people
54
Guide the marathon event segment
7 people
55
Process interim results
2 people
56
Prepare awards ceremony
2 people
57
Handle prize ceremony
4 people
58
See participants off
3 people
59
See the audience out
3 people

Aftercare

60
Collect loose waste
4 people
61
Catering breakdown
3 people
62
Wash dishes
2 people
63
Dismantle the sound system
2 people
64
Gather course materials
5 people
65
Remove the barriers
4 people
66
Clean the grounds
4 people
67
Clear tables and chairs
4 people
68
Clean the restrooms
2 people
69
Count materials
2 people
70
Return borrowed materials
2 people
71
Dispose of waste
2 people
72
Hand over the competition area
2 people
73
Publish results

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 60
Jury tablesqty 3
Cash desk table
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Generator

Sports equipment

Men's obstaclesqty 8
Traffic conesqty 30
Dressage lettersqty 8
Measuring tapesqty 2
Stopwatchesqty 4
Bib numbersqty 30
Scoreboardsqty 3
Conesqty 40
Lunge linesqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
Cable reelsqty 3

Decorations

Buntingqty 8
Site signsqty 12
Directional signsqty 10
Sponsor bannersqty 8
Trophiesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Pliersqty 4
Serving spoonsqty 6
Thermos flasksqty 4
Ice packsqty 20
Handwashing sink

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Toilet brushesqty 3
Cleaning clothsqty 20
Glovesqty 12
Litter pickersqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Vestsqty 15
Flashlightsqty 6
Barrier tapeqty 6
Fencesqty 20

Catering

Groceries

Tips

Book the venue, officials, veterinarian and farrier before publishing invitations. Confirm each booking in writing at least four weeks before the competition, then keep their contact details with the event-day schedule.
Set the rules and permit requirements before opening registration. Close entries early enough to process them, collect dietary requirements and publish the start list at least three days before the event.
Use the final start list to set out the course and create the traffic and parking layouts. Mark competition areas with cones, prepare men's obstacles, and keep separate routes for competitors, spectators and deliveries.
Check power and equipment at least one week beforehand. Count extension cords and power strips, test the sound system and microphones, and decide whether a generator is needed before tables, coffee machines and coolers arrive.
Do the weather check twice: once the day before and again on the morning of the competition. Chill drinks, prepare snacks and place waste bins before competitors arrive, rather than waiting for the first break.

Frequently asked questions

How far in advance should I organise a men's competition?: Start venue, permit and insurance arrangements at least eight weeks ahead. Book officials, the veterinarian and the farrier no later than four weeks before the competition, because late availability can affect the date.
When should I open registration for a men's competition?: Open registration after the rules, venue and permit requirements are clear. Leave at least three days between publishing the final start list and competition day so competitors and officials can check the schedule.
What should I check the day before a men's competition?: Confirm deliveries, inspect all materials, check the weather forecast and verify the parking and traffic layouts. Also chill drinks, prepare snacks, lay out bib numbers and test the sound equipment before the first arrival.
How many drinks should I plan for a men's competition?: For the first hour, allow two to three drinks per person, then add around one drink per person for each additional hour. Keep extra water available for competitors, officials and anyone working outdoors.

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.