Jumping competition checklist: what to arrange and when

A jumping competition depends on more than a course and a start list. You need confirmed officials, accurate registrations, suitable horse facilities, working timing and sound plans for parking, safety and volunteers. Use this checklist to work backwards from competition day: secure the venue first, then confirm the people and materials, and leave the final days for printing, shopping and site checks. The plan covers the practical details that are easy to overlook when several classes run on one day.

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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

Send invitations
2 people
Reserve competition venue
Set the match rules
2 people
Process registrations
2 people
Keep start lists up to date
Collect dietary requirements
Confirm judges
Confirm course builder
Confirm the announcer
Make material reservations
Send participant information
2 people
Assign volunteers
2 people
Make a parking plan
Check the entry fees
2 people
Order prizes and ribbons
Compile emergency numbers
Check emergency exits
2 people
Print the starting lists
Do the shopping
2 people
Collect materials
3 people
Inspect the competition area
2 people
Block off the parking area
3 people
Set up the competition secretariat
2 people
Set up the jury table
2 people
Set out the course
3 people
Set up the jump obstacles
4 people
Set up the drive-in area
3 people
Set up stalls and grooming areas
3 people
Set up crowd barriers
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Connect power and lighting
2 people
Test the PA system
2 people
Prepare catering
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up the registration desk
2 people
Prepare numbers and vests
2 people
Conduct a safety check
3 people

Event

Register participants
3 people
Direct horses to starting order
2 people
Welcome the audience
3 people
Open the match
2 people
Announce starting order
Guide riders to the ring
2 people
Carry out timekeeping
2 people
Process competition results
2 people
Restore the course
3 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Prepare awards ceremony
2 people
Carry out award ceremony
3 people
Publish final results
See the audience out
3 people
Ensure horses depart safely
3 people

Aftercare

Dismantle competition equipment
4 people
Clear jump obstacles
4 people
Clean the grounds
4 people
Clean the stables and grooming areas
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Dispose of waste
2 people
Archive results
Return materials
3 people
Return unused groceries

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' table
Registration desk
Clothes racksqty 2

Sports equipment

Jump obstaclesqty 12
Springboardsqty 30
Boat spoonsqty 24
Sponsor polesqty 12
Dressage boardsqty 4
Conesqty 30
Crowd control barriersqty 40
Bib numbersqty 80
Bib holdersqty 80
Bib numbersqty 80
Horse water troughsqty 12
Hay netsqty 20
Wheelbarrowsqty 3
Manure forksqty 4
Scoopsqty 3
Fence anchorsqty 40
Prize ribbonsqty 30
Cup prizesqty 12
First aid kitsqty 2
Flashlightsqty 4

Equipment

PA system
Wireless microphonesqty 2
Speakersqty 2
Laptop
Printer
Stopwatchesqty 3
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Kettleqty 2
Coffee machinesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Tongs and serving spoonsqty 8
Bread basketsqty 6
Cookie tinsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Toilet brushesqty 3

Lighting

Work lightsqty 4
LED light stringsqty 6

Decorations

Competition flagsqty 12
Information boardsqty 8
Directional signsqty 12

Catering

Groceries

Tips

Confirm the venue, match rules and entry-fee details before sending invitations. Give competitors a firm registration deadline, then keep the start lists updated as withdrawals and late changes come in.
Confirm the judge, course builder and announcer at least 2–3 weeks before the event. Send each person the timetable, arrival time, access instructions and contact details rather than assuming they have the same information as competitors.
Check horse facilities during the site inspection, not on competition morning. Count the water troughs and hay nets needed, and make sure wheelbarrows, manure forks and scoops are available where horses will actually be kept.
Print the starting lists only after registration changes have been closed, ideally on the day before the competition. Print spare copies for the secretariat, jury table, announcer and notice point, and test the printer and laptop beforehand.
Set up the competition area in a fixed order: mark parking and pedestrian routes, place barriers, inspect the surface, then set out the course and test the PA system. Keep emergency numbers at the secretariat and check that exits remain clear after tents, tables and equipment are in place.

Frequently asked questions

How far in advance should I organise a jumping competition?: Start at least 8–12 weeks before competition day. Reserve the venue first, then confirm officials and course personnel, open registrations, order prizes and arrange equipment and volunteers.
When should the start list for a jumping competition be published?: Close or review registrations 2–3 days before the event and publish the final start list as soon as withdrawals are processed. Print working copies on the day before, then keep one live copy at the secretariat for changes.
How many volunteers do I need for a jumping competition?: Allow at least 6–10 volunteers for a small competition, depending on the number of classes and whether officials have assistants. Cover the secretariat, parking, stewarding, course work, horse-area duties and prize presentation, with one backup for breaks.
What should I check on the morning of a jumping competition?: Allow 2–3 hours before the first start for the final site check. Inspect the course and surface, test the PA system and stopwatches, confirm the jury and announcer, check emergency exits, place the start lists and make sure water and horse-care equipment are accessible.

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