Jumping competition checklist: what to arrange and when
A jumping competition depends on more than jumps and a start list. You need the arena, course, officials, entries, horse facilities, safety cover and event-day logistics ready in the right order. Start by defining the competition format and securing the area, then build the rules, course and staffing plan. In the final week, confirm participants, volunteers, signs, prizes, equipment and the weather forecast so small omissions do not disrupt the first round.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Define the competition concept
2 people
Reserve the competition area
Draw up competition rules
2 people
Create course design
2 people
Assign judges
Confirm route builder
Arrange announcer
Arrange first aid coverage
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Order prizes and ribbons
Process registrations
2 people
Publish start list
Collect dietary requirements
Assign volunteers
2 people
Make a parking plan
2 people
Prepare traffic signs
2 people
Check the weather forecast
Inform participants
Do the shopping
3 people
Gather competition materials
3 people
Checking prizes
2 people
Print the starting lists
Chill the groceries
2 people
Inspect the site
3 people
Mark the parking area
3 people
Set up the competition secretariat
3 people
Set up crowd barriers
4 people
Set up the obstacle course
5 people
Mark paddock sections
3 people
Prepare the drive-in area
3 people
Set up tables and chairs
3 people
Set up the catering stand
3 people
Hang decorations
2 people
Connect the sound system
2 people
Check obstacles
3 people
Prepare the jury table
2 people
Lay out bib numbers
2 people
Event
Register participants
3 people
Check horses and documents
2 people
Arrange parking assistance
3 people
Direct riders to the paddocks
2 people
Welcome the audience
2 people
Handle the opening announcement
Announce starting order
Guide competition rides
4 people
Put beams back
2 people
Process Jury Results
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check paddocks
2 people
Prepare the awards ceremony
2 people
Present prizes
3 people
Handle closing announcement
Guide visitors to the exit
3 people
Aftercare
Dismantle the competition grounds
5 people
Clean up catering
3 people
Wash dishes
2 people
Clean the grounds
4 people
Dispose of waste
2 people
Sort materials
3 people
Return borrowed materials
2 people
Publish match results
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
- Reserve the competition area before opening registration, then allow time for the course design, paddock layout, judges’ table and crowd-control barriers to be checked on site.
- Set a clear registration deadline and publish the start list only after entries are processed. Print spare copies for the judges’ table and announcer rather than relying on one laptop.
- Confirm judges, the route builder, announcer, volunteers and first-aid coverage at least 7 days before the competition. Give each volunteer a specific position, start time and contact person.
- Check horse facilities as a separate task: provide water troughs, feed buckets, hay nets and a water bowl, and keep rakes, scoops and wheelbarrows accessible for quick arena and stable-area work.
- Do the final equipment and safety check 24 hours before the first start. Test the sound system, wireless microphones, extension cords and power strips, inspect the jumps and number plates, and put traffic signs and parking barriers in place.
Frequently asked questions
- How far in advance should I organise a jumping competition?
- Start planning at least 8 to 12 weeks ahead. Secure the competition area first, then allow 4 to 6 weeks for invitations, registrations, officials, sponsors and prize orders.
- When should I publish the start list for a jumping competition?
- Publish it after the registration deadline and after all entries have been checked, ideally 3 to 5 days before the event. Print the final list again on the morning of the competition if changes are possible.
- How many volunteers do I need for a jumping competition?
- Plan for at least 1 volunteer per active function, including parking, registration, arena support, paddock control and refreshments. Add 2 to 4 floaters for breaks, late changes and course repairs.
- When should I check the weather forecast before the competition?
- Check it 7 days before the event for early decisions, then again 48 hours and 3 hours before the first start. Use the final check to confirm tents, ground conditions, signs, water and participant updates.
Start this plan in Lizzt
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