How to organise a vaulting competition

Start by fixing the competition structure, venue and safety arrangements before opening registration. Decide the participant categories and match rules, then confirm judges, veterinary cover and the equipment needed for the arena and stable area. Registration comes next: collect accurate participant details, payments and dietary requirements before publishing the start list. In the final week, test the music and sound system, brief volunteers, check awards and send every participant the timetable and practical information.

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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
Invite the judges
4
Arrange veterinary backup
5
Define participant categories
2 people
6
Publish registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Check participant details
2 people
10
Collect dietary requirements
11
Check registration fee payments
12
Prepare the start list
2 people
13
Publish schedule
14
Gather music files
2 people
15
Reserve Judge Tables
16
Determine catering quantities
2 people
17
Order groceries
18
Send participant information
19
Create volunteer schedule
2 people
20
Collect emergency contacts
21
Do the shopping
2 people
22
Check prize ribbons and medals
23
Check competition materials
2 people
24
Test music playback
2 people
25
Print race numbers
26
Print score sheets
27
Prepare catering
3 people
28
Set out clothing and materials
2 people
29
Open venue
2 people
30
Check site safety
3 people
31
Mark off the competition ring
4 people
32
Block off the driveway
3 people
33
Set up audience sections
4 people
34
Set up tables and chairs
4 people
35
Set up judges' table
2 people
36
Set up registration desk
2 people
37
Set up sound equipment
2 people
38
Check the lighting
2 people
39
Chill drinks
2 people
40
Set out snacks and lunch
3 people
41
Hand out race numbers
2 people
42
Register horses and teams
3 people
43
Provide jury briefing
3 people
44
Provide participant briefing
3 people
45
Prepare the audience reception
2 people

Event

46
Staff registration desk
2 people
47
Welcome the audience
2 people
48
Give the opening speech
49
Announce starting order
50
Play music for each segment
51
Supervise competition events
4 people
52
Guide horse changes
3 people
53
Collect scores
2 people
54
Check score sheets
2 people
55
Serve drinks
2 people
56
Refill drinks
2 people
57
Serve snacks
2 people
58
Check audience sections
2 people
59
Keep the site safe and clean
2 people
60
Prepare awards ceremony
3 people
61
Handle prize ceremony
3 people
62
Deliver farewell speech
63
Guide the audience to the exit
2 people
64
Ensure horses depart safely
3 people

Aftercare

65
Secure cash and documents
2 people
66
Gather competition materials
4 people
67
Tear down audio equipment
2 people
68
Clear tables and chairs
4 people
69
Collect waste
3 people
70
Wash dishes
3 people
71
Clean the venue
4 people
72
Dismantle the competition ring
4 people
73
Store materials dry
2 people
74
Return borrowed materials
2 people
75
Publish results
76
Send thank-you message to participants

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 3
Registration desk
Party tentsqty 3
Waste binsqty 8

Sports equipment

Vaulting girthsqty 4
Vaulting surcinglesqty 4
Vaulting sailsqty 4
Lunge linesqty 4
Lunge whipsqty 4
Spare bridlesqty 2
Training matsqty 8
Conesqty 24
Barrier tapeqty 6
Stable haltersqty 8
Lane markingsqty 12

Equipment

Laptopqty 2
Printer
Portable speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Power banksqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Ice packsqty 16
Storage boxesqty 12

Decorations

Competition bannersqty 4
Stage ribbonsqty 12
Tableclothsqty 12
Wayfinding signsqty 10
Chalkboardsqty 4

Catering

Groceries

Cleaning

Broomsqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Litter pickersqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Emergency blanketsqty 6

Administration

Score sheetsqty 250
Starting listsqty 120
Bib numbersqty 80
Pen setsqty 20
Clipboardsqty 12
Name stickersqty 150
Cash Box
Printer paperqty 3
Envelopesqty 100

Prizes

Medalsqty 30
Prize ribbonsqty 30
Reusable cupsqty 6
Certificatesqty 100
Gift vouchersqty 12

Tools

Hammerqty 2
Pliersqty 2
Screwdriversqty 2
Cable tiesqty 2
Duct tapeqty 4
Measuring tapesqty 2

Tips

Reserve the venue before publishing the entry form, and allow enough time for arena setup, horse checks, judging and pack-down. Confirm where jury tables, the registration desk, seating, tents and waste bins will stand.
Set the categories and match rules before sending invitations. Include entry deadlines, music-file requirements and the information you need for each horse and participant, so you do not have to correct the start list at the last minute.
Treat horse safety as a separate workstream: arrange veterinary backup, check stable halters and reserve headcollars, and inspect vaulting girths, surcingles, lunge lines, whips, mats and arena markings before competition day.
Publish the timetable only after registrations, payments and participant details have been checked. Send the final start list and participant information at least 3–5 days beforehand, including arrival times, contact details and dietary arrangements.
Test every technical item on site before the first class: music files, mobile speakers, wireless microphone, laptop, printer, extension cords and power banks. Print race numbers, prepare medals and ribbons, and give volunteers written shift times before doors open.

Frequently asked questions

How far in advance should I organise a vaulting competition?: Start venue, judge and veterinary arrangements at least 8–12 weeks before the competition. Open registration only when the rules, categories, entry deadline and safety plan are confirmed.
What should I arrange first for a vaulting competition?: Book the competition venue first, then set the rules and participant categories. After that, confirm judges and veterinary backup before publishing the registration form.
When should I publish the start list for a vaulting competition?: Publish the checked start list and timetable 3–5 days before the event. Keep a printed copy at the registration desk in case participants cannot access the online version.
How do I prepare music for a vaulting competition?: Collect each music file before the final week and label it with the participant or team name and class. Test all files through the event speakers at least one day before competition day, with a backup copy and power bank available.

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