How to organise a vaulting competition

A vaulting competition depends on more than a suitable arena. Start by fixing the competition format, match rules and judging structure, then secure the venue, technical team and veterinary backup. Once entries open, keep one current list of horses, longeurs and dietary requirements, and build the starting order from confirmed registrations. Plan the event day around horse welfare, clear arena access, reliable sound equipment and enough time for awards, refreshments and clean-up.

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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
Assign judges
4
Confirm technical management
5
Arrange veterinary backup
6
Send invitations
2 people
7
Process registrations
2 people
8
Update participant list
9
Set up the starting order
2 people
10
Register horses and longeurs
2 people
11
Check Horse Passports
2 people
12
Process entry fees
13
Collect dietary requirements
14
Make a parking plan
2 people
15
Schedule volunteers
2 people
16
Send audience information
17
Prepare awards ceremony
2 people
18
Check the shopping list
19
Order catering
20
Pick up materials
2 people
21
Do the shopping
2 people
22
Print bib numbers
23
Print competition forms
24
Lay out prizes and ribbons
2 people
25
Prepare coffee and tea
2 people
26
Inspect the grounds and stables
2 people
27
Divide the horse stalls
2 people
28
Check the weather forecast

Event

29
Mark out the competition area
4 people
30
Check the playing surface
2 people
31
Open paddocks and stable aisles
2 people
32
Set up tables and chairs
4 people
33
Set up the tent and registration table
3 people
34
Set up the jury table and seating
3 people
35
Test sound and microphones
2 people
36
Set up the catering and drinks point
3 people
37
Receive horses
4 people
38
Guide horses to the stables
4 people
39
Register participants
3 people
40
Check horse passports again
2 people
41
Hand out race numbers
2 people
42
Hold the jury briefing
4 people
43
Hold the participant briefing
3 people
44
Lead horse warm-up
4 people
45
Welcome the audience
3 people
46
Announce the opening
47
Guide competition rounds
6 people
48
Play music for each trial
49
Collect scores
2 people
50
Process scores
2 people
51
Safely guide horses
4 people
52
Refill drinks
2 people
53
Serve snacks and lunch
3 people
54
Empty trash bins
2 people
55
Announce break
56
Announce finalists
57
Hold the awards ceremony
4 people
58
Let the horses rest
3 people
59
Guide participant departures
4 people
60
Check the grounds and stables
2 people

Aftercare

61
Clean up catering
3 people
62
Wash dishes
3 people
63
Dismantle the competition grounds
5 people
64
Clear tables and chairs
4 people
65
Collect and remove waste
3 people
66
Clean the stables
4 people
67
Clean the restrooms
2 people
68
Publish results
69
Archive contest forms
70
Clean equipment
3 people
71
Return borrowed equipment
2 people
72
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 100
Jury tablesqty 3
Party tentsqty 3
High tablesqty 4
Clothes racksqty 4

Sports equipment

Vaulting surcinglesqty 4
Vaulting bridlesqty 4
Lanyardsqty 6
Lung whipsqty 4
Crash matsqty 6
Conesqty 20
Barrier tapeqty 4
Conesqty 20
Hay balesqty 12
Horse water troughsqty 12
Hay netsqty 12
Wheelbarrowsqty 3
Pitchforksqty 4
Stable shovelsqty 4
Cleaning kitsqty 6
Manure forksqty 3

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 4
Serving plattersqty 12
Serving traysqty 6
Ice packsqty 20

Cleaning

Bucketsqty 4
Spongesqty 10
Cleaning clothsqty 20
Broom setsqty 4
Mop setsqty 3
Hand sanitizerqty 6
Toilet brushesqty 3
Waste binsqty 8

Catering

Groceries

Paper goods

Bib numbersqty 40
Competition formsqty 150
Score sheetsqty 200
Program bookletsqty 120
Name stickersqty 150
Pensqty 40
Markersqty 12
Clipboardsqty 20

Decorations

Rider flagsqty 8
Competition bannersqty 4
Directional signsqty 12
Trophiesqty 12
Medal ribbonsqty 40

Safety

First aid kitqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Flashlight batteriesqty 12
Emergency blanketsqty 6

Animal care

Horse first-aid kitsqty 2
Reserve haltersqty 6
Spare leadsqty 6
Cleaning brushesqty 12
Manure bagsqty 100

Tips

Set the competition framework before sending invitations: confirm the match rules, assign judges and agree who handles technical management. Late changes affect entry information, forms, the starting order and the awards ceremony.
Keep registrations tied to the horse records. Register each horse and longeur, check Horse Passports before the event and process entry fees against the same participant list so missing documents are found before arrival.
Make horse movement and welfare part of the site plan. Mark boundaries with cones and barrier tape, provide horse water troughs, hay nets and hay bales, and place manure forks, stable shovels and wheelbarrows where volunteers can reach them quickly.
Prepare the paperwork and announcements before competition day. Print bib numbers and competition forms, test the laptop, printer, speakers and wireless microphones, and check extension cords and power strips rather than discovering a connection problem during a class.
Schedule people, not just equipment. Give volunteers fixed shifts for parking, registration, horse-area checks, catering and clean-up, and send audience information early so arrival times and parking do not disrupt the competition flow.

Frequently asked questions

How far in advance should I organise a vaulting competition?: Start venue, rules, judging and veterinary arrangements at least 8 to 12 weeks before the competition. Open registrations only after the core format and entry information are confirmed.
What should I check when horses arrive at a vaulting competition?: Check the Horse Passports and match each horse to the registered longeur before the horse enters the competition area. Complete these checks during arrival and registration, not after the starting order has been published.
How many volunteers do I need for a vaulting competition?: Plan separate coverage for registration, parking, horse-area support, technical management, catering and clean-up, with at least one named person for each task at any time. For a small competition, make shifts of 2 to 3 hours so the same volunteers are not working all day.
When should I prepare the starting order?: Create a provisional starting order after registrations close, then update it once entries, horse details and payments have been checked. Publish the final order before competition day, with a clear deadline for reporting corrections.

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