How to organise a pony competition

A pony competition runs smoothly when you settle the format and safety arrangements before inviting entries. Confirm the venue, check permits and insurance, then write rules that cover classes, judging, welfare and emergencies. Once registration opens, build the schedule around the number of ponies, officials and available arenas. The details people often leave too late are ground checks, parking, water, volunteer cover and clearly marked competition areas.

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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 competition format
2 people
2
Confirm the competition venue
3
Draw up competition rules
2 people
4
Assign judges and officials
3 people
5
Check competition insurance
6
Check permits
7
Publish competition schedule
8
Open registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Check the entry fees
2 people
14
Compile start lists
2 people
15
Publish start lists
16
Make reservations
17
Order prizes and ribbons
18
Assign volunteers
2 people
19
Make a parking plan
2 people
20
Compile emergency numbers
21
Prepare the layout
2 people
22
Check the weather forecast
23
Inspect the grounds and soil
2 people
24
Check the shopping list
2 people
25
Do the shopping
2 people
26
Print competition documents
2 people
27
Sort prizes
2 people
28
Prepare race numbers
2 people
29
Prepare catering
3 people
30
Clear the site
4 people
31
Set up competition area
6 people
32
Set out the course
4 people
33
Mark the drive-in area
3 people
34
Set up tables and chairs
4 people
35
Set up party tents
4 people
36
Set up registration
2 people
37
Set up judges' table
2 people
38
Set up catering point
3 people
39
Set up horse water stations
3 people
40
Test the PA system
2 people
41
Conduct a safety check
3 people

Event

42
Welcome officials
2 people
43
Receive participants
4 people
44
Hand out race numbers
2 people
45
Check the horses and ponies
3 people
46
Inform visitors
2 people
47
Announce the opening
48
Support the dressage test
4 people
49
Supervise the jump course
6 people
50
Process results
2 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Serve snacks
3 people
54
Check paddocks
2 people
55
Keep the grounds safe
3 people
56
Prepare awards ceremony
3 people
57
Support awards ceremony
4 people
58
Give the farewell and thank-you speech
59
Guide participants at departure
3 people
60
Collect lost property

Aftercare

61
Dismantle competition equipment
6 people
62
Clear tables and chairs
4 people
63
Clean up catering
3 people
64
Wash dishes
3 people
65
Collect waste
3 people
66
Clean the grounds
4 people
67
Check toilets
68
Inventory materials
2 people
69
Return materials
2 people
70
Archive results
71
Send participants the results
72
Thank sponsors

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' table
Changing room benchesqty 4
Waste binsqty 8

Sports equipment

Jump obstaclesqty 8
Dressage lettersqty 12
Dressage fencesqty 20
Start and finish postsqty 4
Conesqty 30
Barrier tapeqty 6
Ground polesqty 12
Measuring tapesqty 3
Vestsqty 20
Horse water troughsqty 8
Hay netsqty 8
Mobile paddock panelsqty 20
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 4
Broom setsqty 4
First aid kitqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Sound speakerqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld megaphonesqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Serving spoonsqty 6
Pliersqty 4
Cooling racksqty 4
Storage boxesqty 10

Decorations

Competition flagsqty 20
Bannersqty 8
Prize display
Tableclothsqty 10

Lighting

LED light garlandsqty 6
Work lightsqty 4

Cleaning

Mop setsqty 3
Bucketsqty 6
Cleaning glovesqty 12
Waste binsqty 4

Catering

Groceries

Tips

Set the competition format before opening registration. Define the classes, entry limits, judging method and approximate duration so you can publish a schedule that matches the venue and available officials.
Inspect the grounds and soil several days before the competition, then check the weather forecast again 24 hours beforehand. Poor footing, standing water and wind can affect jumps, tents, parking and the safe movement of ponies.
Keep registration, entry fees and dietary requirements in one list, and close entries early enough to compile and publish start lists. Send each rider the timetable, arrival instructions and any documents they must bring.
Plan the site for both horses and people: mark the arenas with letters, fences, posts, cones and barrier tape, and reserve space for parking, judges, changing areas and spectators. Place water troughs, hay nets and mobile paddock panels where they can be reached without crossing active routes.
Give every volunteer a named job and a reporting time, including arena setup, parking, stewarding, refreshments and waste. Prepare emergency numbers before the day and keep wheelbarrows, pitchforks, scoops and brooms available for quick cleanup.

Frequently asked questions

How far in advance should I organise a pony competition?: Start planning at least 8 to 12 weeks ahead. Confirm the venue, insurance, permits, officials and competition format first; open registration only after those basics are secure.
How many judges and officials do I need for a pony competition?: The number depends on the classes and whether arenas run at the same time, but assign at least one responsible official to each active arena plus a competition coordinator. Finalise the roster before publishing the schedule, ideally 3 to 4 weeks before the event.
When should I publish the start lists?: Publish start lists as soon as entries and payments have been checked, normally 5 to 7 days before competition day. Leave enough time for riders to report errors and for you to issue a revised version if withdrawals change the order.
What equipment do I need for a pony competition?: Allow separate equipment for the arena, horse care, officials and hospitality. Check jumps or dressage fences, letters, cones, posts, measuring tapes, water troughs, hay nets, paddock panels, tables, chairs, waste bins and a sound speaker at least 3 days before setup.

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