Jumping competition checklist

A jumping competition depends on more than a course and a start list. You need the format, categories and rules settled before entries open, then enough time to confirm officials, permits, insurance and volunteers. The final week is for checking equipment, printing start documents, marking the course and preparing parking and spectator areas. Use this checklist to keep registrations, arena setup and event-day duties in the right order.

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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

Set competition format
2 people
Determine race categories
2 people
Draw up competition rules
2 people
Assign judges
2 people
Confirm route builder
2 people
Arrange announcer
2 people
Reserve the competition field
2 people
Make parking lot reservation
2 people
Check permits
2 people
Check insurance coverage
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Register entry fees
2 people
Compile start list
2 people
Confirm participants
2 people
Collect dietary requirements
Schedule volunteers
2 people
Make a parking plan
2 people
Create floor plan
2 people
Prepare route design
2 people
Order prizes and ribbons
Check the shopping list
2 people
Do the shopping
2 people
Print the start documents
2 people
Inspect the grounds and soil
3 people
Set up obstacles and equipment
4 people
Check power supply
2 people
Check changing rooms and toilets
2 people
Prepare the prize table
2 people
Cordon off the area
3 people
Set up the course
5 people
Set up the paddock
3 people
Place information signs
2 people
Mark parking route
3 people
Set up the registration desk
2 people
Build the catering point
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up judges' table
2 people
Test sound system
2 people
Brief volunteers
3 people

Event

Receive participants
3 people
Hand out bib numbers
2 people
Check the horses and papers
2 people
Clear the course
2 people
Open the match
Announce starting order
Monitor the course
2 people
Process Jury Results
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Inform the audience
Collect waste
2 people
Prepare awards ceremony
2 people
Carry out award ceremony
3 people
Close the competition
2 people

Aftercare

Dismantle the course
5 people
Clean up the venue
4 people
Check the stables and paddocks
3 people
Wash dishes
3 people
Empty coolers
2 people
Dispose of waste
3 people
Clean the grounds
3 people
Inventory materials
2 people
Return borrowed items
2 people
Archive competition materials
Process expenses and payments
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
High tablesqty 4
Judges' table

Sports equipment

Springboardsqty 24
Beam holdersqty 48
Standsqty 24
Water bowl
Wall obstacle
Start and finish signsqty 2
Bib numbersqty 80
Dressage number holdersqty 80
Conesqty 20
Crowd control barriersqty 30
Soil rakesqty 4
Wheelbarrowsqty 2
Obstacle lettersqty 12
Winner ribbonsqty 30
Color bandsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 4
Speakersqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Knivesqty 4
Serving plattersqty 8
Serving tongsqty 6
Thermos bottlesqty 4

Decorations

Buntingqty 8
Competition pennantsqty 12
Tableclothsqty 10
Trophiesqty 12

Cleaning

Hand broomsqty 4
Trash binsqty 8
Mop setsqty 2
Bucketsqty 4
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Set the competition format, categories and rules before publishing the registration form. This gives riders clear information and prevents changes to the start list later.
Confirm the route builder, judges and announcer several weeks before the event. Their availability affects the course design, judging table and timing of the competition.
Check permits and insurance coverage before sending invitations. Keep a written record of approvals and any conditions for the competition field, parking area or spectators.
Close registrations early enough to compile the start list, confirm participants and print start documents. Allow at least 2–3 days for corrections after the first list is prepared.
Walk through the field and parking plan on the final setup day. Check obstacles, signs, barriers, lighting, sound equipment, extension cords and volunteer positions before riders arrive.

Frequently asked questions

How far in advance should I plan a jumping competition?: Start the main planning 8–12 weeks ahead. Confirm the field, permits, insurance, officials and route builder first, then open registration once the format and rules are fixed.
When should registration close for a jumping competition?: Close registration at least 5–7 days before the competition. This leaves time to process fees, confirm participants, collect dietary requirements, schedule volunteers and print the start list.
How many judges and volunteers do I need?: The number depends on the course and competition format, but assign every operational role before event day. Make a written schedule covering judges, announcer, parking, registration, course support and arena reset.
What should I check the day before a jumping competition?: Check the course layout, obstacles, obstacle letters, start and finish signs, bib numbers, barriers, sound system and lighting. Also test microphones, extension cords and power strips, and place the judges' table and spectator furniture.

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.