How to organize a jumping competition

Start by fixing the competition format, venue, date, and entry limits before contacting participants or sponsors. Then build the operational plan around the course: appoint the route builder, judges, announcer, and first-aid cover, and publish clear rules. Registration, start lists, parking, volunteers, horse facilities, and prize logistics need separate deadlines. Most problems appear in the final week, when weather, power, signage, dietary details, and missing equipment are still unresolved.

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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
Define the competition concept
2 people
2
Reserve the competition area
3
Draw up competition rules
2 people
4
Create course design
2 people
5
Assign judges
6
Confirm route builder
7
Arrange announcer
8
Arrange first aid coverage
9
Send invitations
2 people
10
Open registration form
11
Approach sponsors
2 people
12
Order prizes and ribbons
13
Process registrations
2 people
14
Publish start list
15
Collect dietary requirements
16
Assign volunteers
2 people
17
Make a parking plan
2 people
18
Prepare traffic signs
2 people
19
Check the weather forecast
20
Inform participants
21
Do the shopping
3 people
22
Gather competition materials
3 people
23
Checking prizes
2 people
24
Print the starting lists
25
Chill the groceries
2 people
26
Inspect the site
3 people
27
Mark the parking area
3 people
28
Set up the competition secretariat
3 people
29
Set up crowd barriers
4 people
30
Set up the obstacle course
5 people
31
Mark paddock sections
3 people
32
Prepare the drive-in area
3 people
33
Set up tables and chairs
3 people
34
Set up the catering stand
3 people
35
Hang decorations
2 people
36
Connect the sound system
2 people
37
Check obstacles
3 people
38
Prepare the jury table
2 people
39
Lay out bib numbers
2 people

Event

40
Register participants
3 people
41
Check horses and documents
2 people
42
Arrange parking assistance
3 people
43
Direct riders to the paddocks
2 people
44
Welcome the audience
2 people
45
Handle the opening announcement
46
Announce starting order
47
Guide competition rides
4 people
48
Put beams back
2 people
49
Process Jury Results
2 people
50
Serve drinks
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Empty trash bins
2 people
54
Check paddocks
2 people
55
Prepare the awards ceremony
2 people
56
Present prizes
3 people
57
Handle closing announcement
58
Guide visitors to the exit
3 people

Aftercare

59
Dismantle the competition grounds
5 people
60
Clean up catering
3 people
61
Wash dishes
2 people
62
Clean the grounds
4 people
63
Dispose of waste
2 people
64
Sort materials
3 people
65
Return borrowed materials
2 people
66
Publish match results
67
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 60
Judges' table
Bar stoolsqty 6
Crowd control barriersqty 24
Paddock panelsqty 30

Sports equipment

Spring stanchionsqty 24
Springboardsqty 48
Boards for obstaclesqty 12
Packing materialsqty 18
Water bowl
Number platesqty 24
Measuring tapesqty 3
Rakeqty 4
Scoopsqty 3
Wheelbarrowsqty 2
Beam supportsqty 4
Conesqty 30
Dressage lettersqty 12
Horse water troughsqty 12
Feed bucketsqty 12
Hay netsqty 12
Crib strapsqty 12
Bib numbersqty 50
Bristle brushesqty 12
Hoof pickersqty 12
Lunge linesqty 4
Reserve haltersqty 8
Spare leadsqty 6
Drinking water barrelsqty 6
Manure forksqty 6
Manure wheelbarrowsqty 3
Rain blanketsqty 6
First aid kit
Horse first aid kit
Ice packsqty 12
Reflective vestsqty 12
Flashlightsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Printer
Mobile phoneqty 3
Coolersqty 4
Walkie-talkiesqty 8
Power banksqty 6
Batteriesqty 24
Calculatorsqty 3

Lighting

Work lightsqty 4
String lightsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 12
Ice packsqty 20
Hot drink urnsqty 4
Cooler labelsqty 12

Decorations

Buntingqty 8
Start and finish sign
Track signsqty 8
Direction arrowsqty 12
Prize tablecloth
Stage ribbonsqty 20
Trophiesqty 12
Medal ribbonsqty 24
Wayfinding signsqty 12

Cleaning

Waste binsqty 10
Hand broomsqty 4
Litter pickersqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 2
Rubber bootsqty 4
Work glovesqty 12
Microfiber clothsqty 20
Dustpans and brushesqty 4
Floor squeegeesqty 3
Paper towelsqty 12

Catering

Groceries
Refrigerated display casesqty 2
Drink dispensersqty 4
Serving plattersqty 16
Clipboardsqty 6
Price tagsqty 20

Administration

Registration formsqty 100
Score sheetsqty 150
Pensqty 30
Markersqty 12
Bindersqty 6
Name stickersqty 150
Printer paperqty 500
Envelopesqty 100
Cash box
Payment terminal

Tips

Set the competition format and entry limit before opening registration. Publish the rules, class order, eligibility requirements, and closing date together so you do not have to correct entries later.
Reserve the competition area early enough to confirm access for horses, spectators, deliveries, and emergency services. Draw the course only after measuring the usable arena and checking where paddock panels, barriers, and spectator areas can go.
Give the route builder and judges a firm deadline for the course and rules. Print the start list only after registrations, withdrawals, and class changes have been checked; keep a digital copy on a laptop as backup.
Plan horse and participant logistics separately from the arena. Mark parking and traffic routes with signs, provide horse water troughs and feed facilities, and confirm first aid, volunteers, the announcer, and the sound system before event week.
Use the final seven days for verification rather than major decisions: check the weather forecast, prizes and ribbons, printed lists, power cables, microphones, obstacle materials, groceries, and any dietary requirements.

Frequently asked questions

How long does it take to organize a jumping competition?: Allow at least 8 to 12 weeks for a small competition, and longer if the venue, sponsors, judges, or route builder are not confirmed. Open registration only after the format, rules, venue, and key officials are fixed.
When should registration close for a jumping competition?: Close registration 7 to 14 days before the event so you have time to process entries, confirm withdrawals, publish the start list, and prepare bib numbers or number plates. Set an earlier deadline if many classes or competitors are expected.
How many volunteers are needed for a jumping competition?: Plan for at least 1 volunteer per active operational area, plus 2 to 4 people for parking, participant support, course changes, and breaks. The exact number depends on the number of classes, entries, and spectator access points.
What should be checked the day before a jumping competition?: Check the arena and course materials, judges' table, sound system, wireless microphones, extension cords, barriers, signage, horse water, prizes, printed start lists, and first-aid arrangements. Complete this check at least 24 hours before the first class.

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.