How to organise an eventing competition

An eventing competition depends on more than a marked course and a start list. Set the date and venue first, then lock in rules, permits, insurance, officials, veterinary support and first aid before opening entries. Work backwards from competition day for arena preparation, jumping and cross-country setup, horse facilities, parking and communications. The most common delays come from late confirmations, incomplete entry information and power or weather plans that were never tested.

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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
Set the match date
2 people
2
Reserve competition venue
2 people
3
Set the competition rules
2 people
4
Apply for permits
2 people
5
Arrange competition insurance
6
Confirm officials
2 people
7
Arranging a veterinarian
8
Book the farrier
9
Arrange first aid coverage
10
Make a parking plan
2 people
11
Develop site layout
3 people
12
Send invitations
2 people
13
Process registrations
2 people
14
Collect entry fees
15
Collect dietary requirements
16
Publish start list
2 people
17
Communicate start times
18
Order prizes and ribbons
19
Have the course marked out
3 people
20
Level the dressage arena
3 people
21
Level the jumping area
3 people
22
Check ground conditions
2 people
23
Assign stalls and paddocks
2 people
24
Prepare race numbers
2 people
25
Fill participant folders
2 people
26
Make route signs
2 people
27
Assign volunteers
2 people
28
Prepare a volunteer briefing
2 people
29
Check the weather forecast
30
Do the shopping
3 people
31
Collect materials
3 people
32
Mow the grounds
2 people
33
Check cross-country obstacles
3 people
34
Set out dressage letters
2 people
35
Set up the obstacle course
4 people
36
Set up traffic signs
2 people
37
Set up the start and finish area
4 people
38
Build the tent and catering point
4 people
39
Set up tables and chairs
4 people
40
Test the lighting
2 people
41
Fill coolers
2 people
42
Set up the coffee station
2 people
43
Prepare catering
3 people
44
Set up judges' table
2 people
45
Test the PA system
2 people
46
Prepare first aid supplies
2 people

Event

47
Welcome officials
2 people
48
Receive participants
4 people
49
Hand out race numbers
3 people
50
Register horses
3 people
51
Guide the veterinary inspection
3 people
52
Give the riders briefing
3 people
53
Guide dressage tests
5 people
54
Supervise the jump course
5 people
55
Guide cross-country
8 people
56
Keep the course clear
4 people
57
Give horses drinking water
3 people
58
Refill drinks
2 people
59
Serve snacks
3 people
60
Serve coffee and tea
2 people
61
Process interim results
2 people
62
Handle announcements
63
Incident reporting
2 people
64
Check the final results
2 people
65
Present prizes
4 people
66
Check out participants
3 people
67
Check horses and stables
3 people
68
Guide the audience to the exit
3 people

Aftercare

69
Collect waste
4 people
70
Clean the catering area
3 people
71
Wash dishes
3 people
72
Turn off the area lighting
2 people
73
Clear tables and chairs
4 people
74
Take down tents
4 people
75
Take down the jumping equipment
4 people
76
Remove course markings
3 people
77
Clear the dressage arena
3 people
78
Clean stalls and paddocks
4 people
79
Clean the grounds
5 people
80
Inventory materials
2 people
81
Return borrowed materials
3 people
82
Dispose of waste
2 people
83
Archive results
84
Send participants their results

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Judges' tableqty 2
Bar stoolsqty 6

Sports equipment

Jump obstaclesqty 14
Cross-country obstaclesqty 20
Dressage lettersqty 12
Dressage fencesqty 8
Start flagsqty 4
Finish flagsqty 4
Route arrowsqty 30
Course numbersqty 40
Barrier tapeqty 12
Conesqty 40
Measuring tapesqty 3
Stopwatchesqty 8
Scoreboardsqty 4
Horse water troughsqty 12
Hay netsqty 20
Hay balesqty 40
Fence panelsqty 30

Equipment

PA system
Wireless microphonesqty 2
Laptopsqty 2
Printersqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Flashlightsqty 8
Walkie-talkiesqty 10
Cash register

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Coolersqty 4

Cleaning

Broom setsqty 4
Trash binsqty 12
Handwashing stationsqty 3
Cleaning clothsqty 20
Bucketsqty 6
Scoopsqty 4
Wheelbarrowsqty 3

Safety

First aid kitsqty 3
Fire extinguishersqty 4
Safety vestsqty 20
Flashlightsqty 8

Decorations

Competition flagsqty 12
Prize ribbonsqty 15
Rosettesqty 15

Catering

Groceries

Tips

Set the date and venue before publishing anything. Allow at least 8–12 weeks for permits, insurance, officials, veterinary and farrier arrangements, and confirm the available arenas, course areas, stalls and paddocks at the same time.
Publish the rules and entry requirements before collecting registrations. Close entries early enough to process fees, dietary requirements and horse allocations, then publish the start list and individual start times at least 5–7 days before competition day.
Walk the ground several days before the event, not just on the morning. Check drainage and footing, level the dressage arena and jumping area, mark the course, and verify every obstacle, arrow, number, flag and barrier tape section against the final layout.
Build horse welfare into the site plan. Place water troughs, hay nets, hay bales, stalls and paddocks where competitors can reach them without crossing busy traffic routes, and confirm how veterinary and farrier support will be called.
Test the administration and communications setup before arrivals begin. Run the laptops, printers, scoreboards, PA system, wireless microphones, extension cords and power strips together, and prepare participant folders, race numbers and printed backups in case the network or power fails.

Frequently asked questions

How far in advance should I organise an eventing competition?: Start the core planning at least 8–12 weeks before competition day. Use that period to secure the venue, permits, insurance, officials, veterinary and first aid coverage before opening registrations.
When should the start list be published for an eventing competition?: Publish it around 5–7 days before the competition, after registrations, fees, dietary requirements and horse allocations have been checked. Send start times and arrival information at the same time so competitors can plan transport and warm-up.
What should I check on the eventing course before the competition?: Complete a full ground and safety check several days before the event, then repeat a shorter inspection on the day. Verify footing, arena levels, obstacles, course numbers, route arrows, start and finish flags, barrier tape and access for officials and emergency support.
How do I prepare horse facilities for an eventing competition?: Assign stalls and paddocks before competitors arrive and make water and forage available throughout the day. Keep horse areas separate from parking and spectator routes, with veterinary and farrier support confirmed no later than the final week.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.