How to organise a reining competition

A reining competition needs more than an arena and a start list. Begin with the venue, match rules, judges, veterinarian and insurance, then open registration only when those basics are confirmed. In the final two weeks, turn entries into a workable schedule, assign volunteers and check horse facilities, parking and safety arrangements. On the day, allow time to level and mark the arena, prepare stalls and set up registration, judging and public areas before the first riders arrive.

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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
Set the match rules
2 people
3
Confirm judges
4
Confirm the vet
5
Check competition insurance
6
Create registration form
7
Send invitations
2 people
8
Open participant registration
9
Process registrations
2 people
10
Collect dietary requirements
11
Compile start list
2 people
12
Publish start list
13
Order prizes and ribbons
14
Book catering
15
Assign volunteers
2 people
16
Make a parking plan
17
Print safety plan
18
Check the weather forecast
19
Do the shopping
2 people
20
Prepare horse stalls
3 people
21
Level the competition arena
3 people
22
Mark the staging area
2 people
23
Bring materials to the venue
3 people
24
Check toilets
25
Set up tables and chairs
3 people
26
Set up judges' table
2 people
27
Set up registration desk
2 people
28
Lay out bib numbers
2 people
29
Sort score sheets
2 people
30
Display prizes
2 people
31
Set up arena barriers
4 people
32
Place reining markers
2 people
33
Check the hot drain
2 people
34
Refill horse water stations
2 people
35
Prepare first aid supplies
36
Chill drinks
2 people
37
Set up coffee station
2 people
38
Set out snacks
2 people
39
Test the PA system
2 people
40
Conduct the jury briefing
4 people
41
Brief volunteers
4 people

Event

42
Receive participants
3 people
43
Register horses
2 people
44
Hand out race numbers
2 people
45
Guide horses to the stables
3 people
46
Welcome the audience
2 people
47
Open the match
48
Announce starting order
49
Lead the warm-up
2 people
50
Guide competition rides
4 people
51
Record scores
2 people
52
Check score sheets
2 people
53
Move the arena between rounds
2 people
54
Refill drinks
2 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Check stalls in between
2 people
58
Refill horse water
2 people
59
Empty trash bins
2 people
60
Compile final results
2 people
61
Prepare awards ceremony
2 people
62
Support awards ceremony
3 people
63
See participants off
2 people
64
Ensure horses depart safely
3 people

Aftercare

65
Collect judging forms
2 people
66
Collect tableware
2 people
67
Clean up catering
2 people
68
Remove arena barriers
4 people
69
Clean the stables
3 people
70
Collect horse manure
3 people
71
Dispose of waste
2 people
72
Leave venue clean
4 people
73
Clean materials
3 people
74
Return borrowed materials
2 people
75
Send results to participants
76
Archive photos and results

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 60
Judges' table
Registration desk
Party tentsqty 3
Conesqty 20

Sports equipment

Arena barrier postsqty 24
Barrier tapeqty 4
Racing marksqty 8
Towline
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 3
Stable broomsqty 4
Horse water troughsqty 12
Hay netsqty 12
Hay balesqty 30
Drinking water barrelsqty 4
Hosesqty 2
Buckets of waterqty 12
Cleaning kitsqty 4
Obstacle signsqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone
Megaphone
Walkie-talkiesqty 6
Mobile phone chargersqty 4
First aid kit
Fire extinguishersqty 2
Flashlightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Teaspoonsqty 40
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Pliersqty 6
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Bib holdersqty 40
Competition bannersqty 4
Directional signsqty 8
Price ribbon tubesqty 30

Cleaning

Waste binsqty 10
Waste binsqty 3
Cleaning glovesqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 2

Lighting

LED lampsqty 6
String lightsqty 4

Catering

Groceries

Tips

Set the competition framework first: reserve the venue, define the match rules, confirm the judges and veterinarian, and check competition insurance before sending invitations. This prevents you from advertising a class structure or date that later has to change.
Close registration early enough to process entries, collect dietary requirements and compile the start list. Publish the final list before competition day so riders can check their order and you can print the paperwork.
Treat horse welfare as a separate setup job. Prepare stalls, hay nets, hay bales, troughs, water barrels, hoses and cleaning equipment before arrivals, and keep wheelbarrows, pitchforks and scoops accessible throughout the day.
Make the arena and staging layout visible before riders arrive. Level the competition arena, mark the staging area, position barrier posts and tape, and check that signs and racing marks can be seen from the relevant positions.
Give volunteers defined posts and a communication method rather than a general request for help. Cover registration, parking, arena access, horse areas and cleanup, and test the laptop, printer, microphone, speaker, megaphone and walkie-talkies before opening.

Frequently asked questions

How far in advance should I organise a reining competition?: Start venue, rules, judges, veterinarian and insurance arrangements at least 8 to 12 weeks ahead. Open participant registration only after those core details are confirmed, leaving the final 2 weeks for entries, staffing and site checks.
When should registration close for a reining competition?: Close registration at least 7 days before the event if you need time to process entries, collect dietary requirements and publish the start list. A longer lead time is useful when you expect many classes or need printed schedules.
How early should I set up the arena on competition day?: Allow at least 3 hours before the first ride for arena levelling, staging-area markings, barriers, signs, tables, chairs and equipment checks. Prepare horse stalls and water points during the same setup window, not after competitors begin arriving.
How many volunteers do I need for a reining competition?: Plan for at least 1 volunteer at registration, 1 for parking, 1 for arena access and 1 for horse-area support, then add people for breaks and cleanup. For a busy schedule, use walkie-talkies so the coordinator can cover gaps without leaving a post unattended.

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