How to organize a dressage competition

Organizing a dressage competition starts with the rules, date and arena—not with the rosettes. Set the classes and entry process first, then secure judges, a secretary, announcer and enough volunteers to keep the day moving. Registration, dietary requirements, start lists and entry fees need firm deadlines. In the final week, check the arena, equipment, protocols, numbers, catering, parking and prizes together so small omissions do not disrupt the timetable.

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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 competition rules
2 people
2
Confirm competition date
3
Reserve the competition area
4
Assign judges
5
Confirm competition secretary
6
Arrange announcer
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Open registration
10
Collect the start lists
11
Process registrations
2 people
12
Collect dietary requirements
13
Check the entry fees
14
Publish start lists
15
Order prizes
16
Order rosettes
17
Book catering
18
Create the parking layout
2 people
19
Create volunteer schedule
20
Print protocols
2 people
21
Prepare race numbers
2 people
22
Checking prizes
2 people
23
Check the shopping list
24
Do the shopping
2 people
25
Inspect the site
2 people
26
Check the weather forecast
27
Gather materials
3 people
28
Fill coolers
2 people

Event

29
Mark out the site
4 people
30
Set up dressage ring
4 people
31
Mark the entry lane
3 people
32
Set up the jury table
2 people
33
Set up audience tables
3 people
34
Set up the prize table
2 people
35
Put up the information board
36
Put up parking signs
2 people
37
Lay out jury supplies
2 people
38
Set out the protocols
2 people
39
Set up the catering buffet
3 people
40
Chill drinks
2 people
41
Receive the jury
42
Register participants
3 people
43
Hand out race numbers
2 people
44
Direct Horses to Parking Areas
3 people
45
Welcome the audience
2 people
46
Open the match
47
Announce starting order
48
Submit jury protocols
2 people
49
Record match progress
2 people
50
Refill drinks
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Announce breaks
54
Check toilets
55
Empty trash bins
2 people
56
Check results
2 people
57
Prepare awards ceremony
3 people
58
Carry out award ceremony
4 people
59
See participants off
2 people

Aftercare

60
Dismantle competition equipment
4 people
61
Clear away furniture
4 people
62
Wash dishes
3 people
63
Clean up catering
2 people
64
Clean the grounds
4 people
65
Dispose of waste
2 people
66
Publish results
67
Archive protocols
68
Return borrowed materials
2 people
69
Store leftover stock
2 people
70
Leave the site clean
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Judges' table
Prize table

Sports equipment

Dressage lettersqty 8
Dressage fencesqty 24
Conesqty 20
Bollardsqty 20
Barrier tapeqty 4
Ground cover
Wheelbarrowsqty 2
Hay balesqty 12
Horse water troughsqty 8
Water barrelsqty 4
First aid kitsqty 2
Flashlightsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
PA system
Microphoneqty 2
Laptop
Printer
Coolersqty 4

Kitchen

Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Serving spoonsqty 4
Ice packsqty 16

Decorations

Flagsqty 12
Tableclothsqty 8
Flower arrangementsqty 4
Information boardsqty 4
Parking signsqty 8
Bib holdersqty 40

Catering

Coffee maker
Hot drink urnsqty 3
Coffee creamer jugsqty 3
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 3
Spongesqty 6

Lighting

Outdoor lightsqty 6
String lightsqty 4

Tips

Set the rules and competition date at least 8–12 weeks ahead. Reserve the competition area before opening registration, and state class requirements, entry fees and closing dates in every invitation.
Close registration 10–14 days before the event. Allow 2–3 days to process entries, check payments and collect dietary requirements before publishing the start lists.
Build the staffing plan around the timetable, not just the number of competitors. Assign judges, a competition secretary and announcer early, then schedule volunteers for parking, arena support, catering and prize presentation in shifts of 2–3 hours.
Prepare the arena and equipment at least one day before competition day. Check the dressage letters, fences, cones, bollards, barrier tape, ground cover, horse water troughs and water barrels on site rather than relying on a checklist alone.
Print protocols, race numbers and start lists with a backup copy before the first horse arrives. Test the PA system, microphone, laptop, printer, extension cords and power strips, and place the judges’ table, prize table and catering tables before arrivals begin.

Frequently asked questions

How far in advance should I organize a dressage competition?: Start planning 8–12 weeks before the competition. Confirm the date, arena, rules, judges and secretary first, then open registration once the essential details are fixed.
When should registration close for a dressage competition?: Close registration 10–14 days before the event. Keep 2–3 days afterward to verify entry fees, process the entries, collect dietary requirements and finalize the start lists.
How many volunteers do I need for a dressage competition?: Plan at least 1 volunteer for each active area at a time, including parking, arena support, catering and announcements. Use 2–3-hour shifts so the same people are not working throughout the full competition day.
When should I prepare the dressage arena and equipment?: Inspect the site and prepare the arena at least 1 day before the competition. On the morning itself, allow 60–90 minutes to recheck the letters, fences, cones, barriers, water points, tables and electrical equipment.

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.