Hunting Dog Trial Checklist

A hunting dog trial needs more than test routes and judging: permissions, participant details, parking, catering and equipment all have to line up. Start by confirming the date and site, then secure permits, appoint judges and helpers, and open registrations. In the final week, prepare routes, score sheets, bib numbers and participant information. On the day, allow time for parking, registration, judging areas, refreshments and dog welfare before the first test begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Arrange site permission
Check permits
Assign judges and helpers
Determine tasting items
2 people
Send invitations
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve toilet facilities
Create the parking layout
Set out test routes
3 people
Set the starting order
2 people
Send participant information
Prepare score sheets
2 people
Make bib numbers
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Check sample materials
2 people
Mark the area
4 people
Set up the parking area
2 people
Set up tents and tables
4 people
Set Up Registration Desk
2 people
Build the catering buffet
3 people
Install water stations for dogs
2 people
Set up judges' table
2 people

Event

Brief judges and helpers
4 people
Receive participants
3 people
Check dogs
2 people
Opening and safety briefing
2 people
Guide tasting items
6 people
Record scores
2 people
Refill dog water
2 people
Serve drinks and coffee
3 people
Refill drinks
2 people
Refill snacks
2 people
Check results
2 people
Handle prize ceremony
3 people
See participants off
2 people

Aftercare

Collect sample material
4 people
Take down tents and furniture
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
4 people
Archive results digitally
Send participants the results
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
Jury tablesqty 2
Waste binsqty 6
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Thermos flasksqty 4

Equipment

Coolersqty 5
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Megaphone
Notice boardqty 2

Sports equipment

Hunting dog dummiesqty 12
Retrieve blocksqty 6
Whistlesqty 8
Long linesqty 6
Marker flagsqty 30
Conesqty 30
Measuring tapesqty 3
Stopwatchesqty 4
Water bowls for dogsqty 8
Water jerrycansqty 6
Dog waste bag dispensersqty 6

Lighting

LED lampsqty 8
Work lightsqty 4

Decorations

Start and finish signsqty 2
Directional signsqty 12
Tableclothsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 12
Flashlightsqty 6

Catering

Groceries

Tips

Confirm site permission and permits before sending invitations. Check access, parking space, route boundaries and whether the landowner has restrictions on tents, vehicles or dogs.
Set the test routes and starting order before sending participant information. Include arrival time, parking instructions, registration details, required equipment and how dietary requirements should be submitted.
Prepare one registration pack per participant, including a bib number and score sheet. Keep spare bibs, pens and blank score sheets at the registration desk so a late change does not delay the start.
Plan the site around the dogs as well as the people. Place water bowls and water jerrycans where handlers can reach them, and provide dog waste bag dispensers near parking and route access points.
Do the weather check and final equipment check no later than the day before. Test whistles, stopwatches, the megaphone, LED lamps and any extension cords, and chill drinks before setup starts.

Frequently asked questions

How far in advance should I organise a hunting dog trial?: Start at least 8 to 12 weeks before the trial. Confirm the date, location, permission and permits first; then appoint judges, open registrations and book catering and toilet facilities.
When should I send information to hunting dog trial participants?: Send the main participant information 7 to 10 days before the event. Include the starting order, arrival time, parking layout, route details, registration procedure and any dietary or equipment instructions.
How many judges and helpers do I need for a hunting dog trial?: The number depends on the number of test routes and entries, but assign at least one responsible judge or helper to each active test area, plus separate support for registration and parking. Finalise the rota at least 1 week before the event.
When should I set up the hunting dog trial site?: Complete route marking, parking, tents, tables and the registration desk on the day before where access allows. On event morning, allow at least 2 hours for the catering buffet, equipment checks, water stations and a final safety walk.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!