How to organise a vaulting competition

Organising a vaulting competition starts with the venue, competition rules and a workable timetable. Once those are fixed, you can invite vaulters, register horses and trailers, appoint judges and build the volunteer rota. The details that cause delays are usually practical: incomplete registrations, missing dietary information, untested sound equipment and a competition area that has not been marked out accurately. Work backwards from the competition date so printed documents, prizes, horse facilities and safety checks are ready before the first arrival.

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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
Check competition insurance
5
Invite participants
2 people
6
Recruit volunteers
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Compile start list
2 people
10
Register horses and trailers
2 people
11
Reserve Judge Tables
12
Reserve extra toilets
13
Gather music files
2 people
14
Purchase prize money and prizes
2 people
15
Print the starting lists
16
Print Jury Forms
17
Create the volunteer schedule
2 people
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Label prizes and ribbons
2 people
21
Test sound equipment
2 people
22
Check horse stalls
2 people
23
Check the venue and ground conditions
2 people
24
Mark out the competition area
4 people
25
Mark the vaulting circle
2 people
26
Lay out crash mats
4 people
27
Set up horse stalls
3 people
28
Set up the audience tent
4 people
29
Set up tables and chairs
4 people
30
Set up judges' table
2 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Chill drinks
2 people
35
Connect the public address system
2 people
36
Test music by start group
2 people
37
Prepare the jury forms
2 people

Event

38
Register participants
3 people
39
Veterinary check on horses
2 people
40
Brief starting groups
2 people
41
Hold a judges and announcer meeting
4 people
42
Welcome the audience
3 people
43
Host the opening round
4 people
44
Start music for each performance
2 people
45
Guide the horses to the ring
4 people
46
Support longeurs
2 people
47
Monitor safety around the ring
3 people
48
Announce break
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Serve sandwiches and snacks
3 people
52
Collect jury forms
53
Enter scores
2 people
54
Publish interim results
55
Support awards ceremony
4 people
56
Guide the audience to the exit
2 people
57
Ensure horses depart safely
3 people

Aftercare

58
Chill leftover food
2 people
59
Clean up catering
3 people
60
Wash dishes
3 people
61
Turn off the sound equipment
2 people
62
Clear away crash mats and fences
4 people
63
Clear tables and chairs
4 people
64
Clean the horse stalls
3 people
65
Clean the grounds
4 people
66
Collect waste
3 people
67
Make the site ready for handover
2 people
68
Publish results
69
Thank participants
70
Archive score sheets
71
Let materials dry
2 people
72
Return borrowed materials
2 people
73
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 3
Jury vehicleqty 3
Registration desk
Party tentsqty 3
Clothes racksqty 2

Sports equipment

Crash matsqty 8
Vaulting saddlesqty 6
Vaulting surcinglesqty 6
Vaulting handlesqty 6
Lunge linesqty 6
Lunge whipsqty 6
Haltersqty 8
Haltersqty 8
Treadmill conesqty 12
Barrier conesqty 20
Ring barrier
Dressage lettersqty 8
Brushes for horsesqty 8
Bridle setsqty 6
Transport protectorsqty 6
Buckets of waterqty 12
Hay netsqty 8
First aid kitsqty 2
Ice and cold packsqty 8
Stable forksqty 4
Wheelbarrowsqty 2

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
Power banksqty 4
Walkie-talkiesqty 8
Megaphonesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Pouring jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Food containersqty 12

Decorations

Competition bannersqty 6
Bib numbersqty 20
Prize tablecloth
Directional signsqty 8

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Waste binsqty 10
Dustpansqty 4
Broomsqty 6
Mopsqty 4
Bucketsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the venue and ground conditions before opening registration. Check the horse stalls, mark the competition area and measure the vaulting circle early enough to correct problems before competition day.
Set the rules and judging structure before publishing invitations. Assign judges, reserve jury tables and prepare jury forms so every class has the same information and scoring process.
Close registrations with a firm deadline, then compile the start list and register every horse and trailer. Print the final starting lists only after late changes have been checked with participants.
Build the volunteer schedule around arrival, registration, horse movements, ring duties and prize presentation. Plan named cover for breaks rather than relying on people to stay available all day.
Test the sound system, wireless microphones, mixer and extension cords at the venue at least one day before competition. Load the music files in the running order and keep a laptop and printed schedule available as a backup.

Frequently asked questions

How far in advance should I organise a vaulting competition?: Start venue, insurance, rules and judge arrangements at least 8 to 12 weeks before the competition. Open registration only after the venue, entry requirements and timetable can be explained clearly.
When should I close registration for a vaulting competition?: Close registration about 2 to 3 weeks before the event. This gives you time to check dietary requirements, register horses and trailers, compile the start list and print the final documents.
How many volunteers are needed for a vaulting competition?: Plan named volunteers for registration, horse and trailer arrivals, ring duties, sound, refreshments and prizes; a small competition commonly needs at least 8 to 12 people across the day. Add cover for breaks and overlapping busy periods.
When should I prepare the vaulting competition area?: Check the ground and stalls on the day before the event, then mark the competition area and vaulting circle before participants arrive. Allow at least 60 minutes for measuring, barriers and a final safety check.

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