How to organise a show jumping competition

A show jumping competition needs a clear sequence: secure the date and venue, confirm permits and insurance, then define the classes, rules and competition team. Once entries open, organise stable spaces, trailer parking, fees and participant information before preparing the course and start lists. The final days are about checking the arena, equipment, signage, prizes, sound system and volunteer roles. This plan covers 74 tasks and 59 items so small operational details do not disrupt the competition.

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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
Arrange permits and insurance
2 people
3
Define competition elements
3 people
4
Set the jury and competition management
2 people
5
Create course design
2 people
6
Draft participant terms and conditions
2 people
7
Publish registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Register entry fees
2 people
11
Collect dietary requirements
12
Assign stable spaces
2 people
13
Create a parking plan for trailers
2 people
14
Make material reservations
15
Prepare the announcement text and daily schedule
2 people
16
Prepare start lists
2 people
17
Print race numbers
2 people
18
Order prizes and ribbons
19
Send participant information
2 people
20
Assign volunteers
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Collect materials and tools
3 people
24
Check grounds and driveway
3 people
25
Drag and level the arena
3 people
26
Prepare the stalls and paddocks
4 people
27
Set out the course and dressage ring
4 people
28
Set up the jump obstacles
5 people
29
Set up tents and barriers
5 people
30
Set up tables and chairs
4 people
31
Set up the jury table and registration
2 people
32
Test sound and microphones
2 people
33
Check the lighting
2 people
34
Hang up signage
2 people
35
Lay out prizes and bib numbers
2 people
36
Prepare coffee and tea
2 people
37
Fill coolers
2 people
38
Prepare snacks and sandwiches
3 people
39
Check and restock toilets
2 people

Event

40
Open the registration desk
2 people
41
Register horses and participants
3 people
42
Hand out race numbers
2 people
43
Guide horses to the stables
3 people
44
Clear the course
2 people
45
Announce the opening
46
Supervise races
5 people
47
Record jury results
2 people
48
Handle announcements and music
2 people
49
Inform about access and visitors
2 people
50
Guide trailer parking
3 people
51
Serve drinks
3 people
52
Serve snacks and sandwiches
3 people
53
Refill drinks
2 people
54
Track waste and tables
2 people
55
Check the arena in between
2 people
56
Check obstacles in between
2 people
57
Prepare awards ceremony
3 people
58
Support awards ceremony
4 people
59
Guide horses out
3 people
60
Collect lost and found items
61
Close Competition Administration
2 people
62
Check horses and stables
2 people

Aftercare

63
Collect tableware and glassware
3 people
64
Clean up catering
3 people
65
Dismantle the course and obstacles
5 people
66
Take down tents and barriers
5 people
67
Take down tables and chairs
4 people
68
Collect and remove waste
3 people
69
Clean the grounds
4 people
70
Clean stalls and paddocks
3 people
71
Wash dishes and glassware
3 people
72
Clean and dry equipment
3 people
73
Return borrowed equipment
2 people
74
Send out results and thank-yous
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' tableqty 2
High tablesqty 8
Waste binsqty 8

Sports equipment

Jump obstaclesqty 12
Dressage lettersqty 12
Ring barrierqty 80
Conesqty 30
Ground polesqty 12
Course number signsqty 12
Hay racksqty 20
Horse water troughsqty 20
Wheelbarrowsqty 4
Pitchforksqty 4
Scoopsqty 4
Lane rakesqty 3
Sponges and water bucketsqty 8

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Flashlightsqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Walkie-talkiesqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Serving plattersqty 10

Decorations

Competition flagsqty 12
Barrier tapeqty 4
Directional signsqty 12
Program boardsqty 4
Bib holdersqty 50
Trophiesqty 12
Rosettes and ribbonsqty 30

Lighting

String lightsqty 6
LED work lightsqty 6

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving tongsqty 6
Coolersqty 4
Food containersqty 8

Cleaning

Broomsqty 4
Floor squeegeesqty 3
Mop setsqty 3
Cleaning bucketsqty 4
Glovesqty 12
Litter pickersqty 3

Catering

Groceries

Tips

Start with the venue and ground conditions before opening registration. Confirm the arena, access route, trailer parking, stable capacity, power supply and water points, then leave time to drag and level the arena before course-building.
Publish the registration form only after the classes, entry fees, terms and conditions, closing date and competition schedule are fixed. Allow at least 7 days between the registration deadline and the event for processing entries and preparing start lists.
Send one participant information pack at least 5 days before the competition. Include arrival times, stable assignments, trailer parking instructions, start-list details, dietary arrangements and what riders need to bring.
Treat the course as a separate production job. Prepare the jump obstacles, ground poles, course number signs, cones and ring barrier together, and have the course design ready before the arena is set up.
Assign volunteers to specific stations rather than giving everyone a general role. Cover entries and fees, stable areas, parking, arena support, refreshments, announcements and prize presentation, with a named backup for each critical position.

Frequently asked questions

How far in advance should I organise a show jumping competition?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the venue, permits, insurance, competition format and officials, then open registration early enough to leave at least 7 days for final administration.
When should entries close for a show jumping competition?: Close entries about 7 days before the competition if the class structure is straightforward. This gives you time to check payments, confirm dietary requirements, allocate stable spaces and produce accurate start lists.
What should I prepare the day before a show jumping competition?: Check the grounds and driveway, set up or inspect the arena, collect equipment, place signage and confirm the sound system, tables, chairs, water troughs and waste bins. Keep a 3- to 4-hour setup window so delays do not affect arrivals.
How many volunteers are needed for a show jumping competition?: Plan for at least 1 volunteer per operational area, with extra cover for the arena and parking during peak arrival times. For a small competition, 6 to 10 volunteers usually provides more reliable coverage than assigning every task to one person.

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