How to organise an equestrian competition

Start by fixing the competition date and venue, then build the plan around officials, permits, safety and the course. Registration should open only after the rules, entry fees and participant information are clear. In the final weeks, confirm the veterinarian, farrier, first-aid cover and route builder, while preparing start lists and trailer traffic arrangements. A site inspection a few days before the event catches practical problems with ground conditions, fencing, power and lighting before competitors 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
Confirm race date and location
2 people
2
Set the competition rules
2 people
3
Arrange permits and notifications
4
Book the jury and race secretariat
2 people
5
Book a veterinarian and farrier
6
Confirm route builder
7
Arrange first aid coverage
8
Check competition insurance
9
Publish participant rules
10
Send invitations
2 people
11
Open registration form
12
Process registrations
2 people
13
Collect dietary requirements
14
Check entry fees and payments
2 people
15
Prepare start lists
2 people
16
Send start lists to participants
17
Order prizes and ribbons
18
Create a traffic plan for trailers
2 people
19
Create trailer parking layout
2 people
20
Inspect the competition area
3 people
21
Check ground and fencing
2 people
22
Check power outlets and lighting
2 people
23
Compile shopping list
2 people
24
Purchase catering and drinks
3 people
25
Check competition materials
3 people
26
Sort prizes and bib numbers
2 people
27
Mow and clear the field
3 people
28
Mark stalls and parking spaces
3 people
29
Build party tents
4 people
30
Set up tables and chairs
4 people
31
Set up the secretariat
2 people
32
Set up the jury table and jury booth
3 people
33
Set up the course and practice area
5 people
34
Place race letters and route signs
2 people
35
Mark the start and finish lines
2 people
36
Test the equipment and microphone
2 people
37
Set up coffee point and catering
3 people
38
Set up the first aid station
2 people
39
Check and restock toilets
2 people

Event

40
Welcome participants and horses
4 people
41
Check horses on arrival
2 people
42
Hand out start numbers and program
2 people
43
Direct parking
3 people
44
Direct riders to the paddock
2 people
45
Provide jury briefing
3 people
46
Open practice area
2 people
47
Provide announcements and race information
2 people
48
Track the start order
2 people
49
Process judges’ cards and results
3 people
50
Check the course between rounds
3 people
51
Monitor horse welfare and safety
3 people
52
Handle first aid and incidents
2 people
53
Serve coffee and tea
2 people
54
Serve snacks and sandwiches
3 people
55
Refill drinks
2 people
56
Empty trash bins
2 people
57
Clean the toilets in between
2 people
58
Prepare awards ceremony
3 people
59
Support awards ceremony
4 people
60
Guide participant departures
3 people
61
Securely close off the competition area
2 people

Aftercare

62
Take down course materials
5 people
63
Take down party tents
4 people
64
Clear tables and chairs
4 people
65
Remove race letters and signs
2 people
66
Clean and sort materials
4 people
67
Clean stalls and paddocks
4 people
68
Collect and remove waste
3 people
69
Clean the catering area
3 people
70
Wash dishes and kitchen equipment
3 people
71
Final cleaning of the toilets
2 people
72
Publish results
73
Send prize money and documents
74
Return rental items
2 people
75
Archive competition records
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Judges' table
Bar stoolsqty 4
Crowd control barriersqty 40

Sports equipment

Race lettersqty 12
Course barriersqty 24
Spring stanchionsqty 24
Springboardsqty 36
Water bowl
Dressage lettersqty 8
Conesqty 30
Measuring tapesqty 3
Bib numbersqty 120
Bib holdersqty 120
Ribbons for prizesqty 60
Trophiesqty 20
Balls for horse manureqty 6
Wheelbarrowsqty 4

Equipment

Laptopqty 2
Printer
Printer paperqty 5
Walkie-talkiesqty 8
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2

Tableware

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

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving plattersqty 12
Cooling matsqty 6

Lighting

LED work lightsqty 6
String lightsqty 6

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning clothsqty 24
Hand broomsqty 6
Waste binsqty 12
Waste binsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Emergency blanketsqty 6

Catering

Groceries

Tips

Set the rules, entry fees and registration deadline before sending invitations. Allow at least 7 days between closing registration and publishing the final start lists so payments, dietary requirements and late changes can be checked.
Book the jury, race secretariat, veterinarian, farrier, route builder and first-aid team early, then confirm each booking again 7 days before the competition. A missing official can delay the entire running order.
Draw the trailer traffic plan and parking layout before publishing participant information. Mark the entrance, unloading route and parking spaces clearly; horseboxes need more turning room than ordinary cars.
Inspect the competition area 3–7 days beforehand, checking the ground, fencing, course barriers, spring equipment, water access and manure collection points. Test every required power outlet, extension cord, microphone and lighting connection on site.
Prepare the competition desk as a separate work zone with the laptop, printer, paper, bib numbers, start lists and walkie-talkies. Pack ribbons, trophies and prizes together and keep them ready before the first class begins.

Frequently asked questions

How far in advance should I organise an equestrian competition?: Begin planning at least 3–6 months ahead, especially if permits, insurance, officials and a veterinarian are required. Open registration only after the rules, venue and safety arrangements are confirmed.
When should I send the start lists to competitors?: Send the final start lists about 5–7 days before the competition. Close registration early enough to verify payments, resolve missing information and make any necessary timetable changes.
How do I organise trailer parking for an equestrian competition?: Create the trailer traffic plan and parking layout at least 2 weeks before the event. Separate horsebox access from spectator parking, mark the entrance and exit, and allow room for safe turning and unloading.
When should I inspect the competition ground and equipment?: Carry out a full inspection 3–7 days before the competition, then do a shorter final walk-through on the morning itself. Check ground conditions, fencing, course equipment, power, lighting and communication equipment.

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