Men's Competition Checklist

Organising a men's competition involves more than setting a date and inviting participants. You need to lock in the format, grounds, stables, officials, course design, registrations, and volunteer cover in the right order. Allow time for dietary requirements, parking, deliveries, prizes, bib numbers, and weather-dependent site work. This checklist keeps the planning practical, from the first competition decisions through course setup and the final event-day inspection.

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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 the competition format
2 people
Reserve the grounds and stables
Check the competition rules
2 people
Arrange officials and jury
2 people
Create course design
2 people
Invite participants
2 people
Publish registration form
Recruit volunteers
2 people
Process registrations
2 people
Compile start list
2 people
Collect dietary requirements
Create parking plan
2 people
Set up the stalls
2 people
Confirm deliveries
Order prizes and ribbons
Send competition information
2 people
Create volunteer schedule
2 people
Check the weather forecast
Check material stock
2 people
Finalize shopping list
2 people
Conduct site inspection
2 people
Set out course materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Sort prizes and bib numbers
2 people
Cordon off the area
4 people
Set up the competition arena
4 people
Set up cones and gates
4 people
Set up dressage ring
4 people
Set up judges' table
2 people
Set up the registration table
2 people
Build the catering point
3 people
Set up the parking area and water point
3 people
Set up crowd barriers
3 people
Test audio and microphone
2 people
Hang start lists
2 people
Hold the jury briefing
4 people
Brief volunteers
3 people

Event

Receive participants
3 people
Hand out bib numbers
2 people
Check horses and harnesses
3 people
Inform the audience
2 people
Announce the opening
Support the dressage test
5 people
Process interim results
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Check the course again
3 people
Guide the marathon route
6 people
Keep passages clear
3 people
Record split times
3 people
Direct the audience to safe zones
3 people
Clear obstacles
4 people
Check the final standings
3 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
Publish results
2 people
See participants off
3 people

Aftercare

Close catering
3 people
Clean up the venue
6 people
Wash dishes
3 people
Collect waste
3 people
Count competition equipment
2 people
Dismantle course materials
4 people
Clean the grounds
4 people
Clean the furniture
3 people
Return borrowed items
2 people
Send results and photos
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Jury tablesqty 2
Bar stoolsqty 6
Waste binsqty 8
Clothes racksqty 2

Sports equipment

Dressage fencesqty 24
Gate archesqty 8
Traffic conesqty 40
Marathon obstaclesqty 6
Letter boardsqty 12
Bib numbersqty 40
Bib holdersqty 40
Measuring tapesqty 3
Stopwatchesqty 6
Portable water tubsqty 6
Hay netsqty 12
Pitchforksqty 4
Scoopsqty 4
Wheelbarrowsqty 2
Marker conesqty 30
Barrier tapeqty 8
Crowd barriersqty 20
Vestsqty 20
Binocularsqty 4

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 8
Laptopsqty 3
Printersqty 2
Calculatorsqty 3

Lighting

Work lightsqty 6
String lightsqty 4
Flashlightsqty 8

Tableware

Reusable cupsqty 150
Reusable wine glassesqty 60
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Ice packsqty 24

Decorations

Stage ribbonsqty 6
Buntingqty 8
Competition flagsqty 12
Tableclothsqty 12
Prize ribbonsqty 12
Trophiesqty 12

Cleaning

Bucketsqty 6
Broom setsqty 4
Mopsqty 4
Cleaning glovesqty 12
Hand broomsqty 4

Catering

Groceries

Tips

Set the competition format and check the rules before publishing registration details. This gives you a fixed basis for the course design, start list, officials, jury, bib numbers, and participant information.
Reserve the grounds and stables before inviting participants, then confirm what the site provides. Check space for stalls, parking, party tents, jury tables, crowd barriers, and portable water tubs rather than assuming everything will be available.
Close registration early enough to build the start list and volunteer schedule. A practical deadline is 7–10 days before the competition, leaving time to resolve missing details and send final information.
Treat deliveries and equipment as separate checks. Confirm prizes, ribbons, sound equipment, wireless microphones, extension cords, power strips, course materials, hay nets, pitchforks, scoops, and wheelbarrows at least 3 days before setup.
Plan the final site inspection around the forecast. Check the course, stalls, parking plan, barriers, signage, drinks, bib numbers, and safety equipment on the day before, then chill drinks and sort prizes before participants arrive.

Frequently asked questions

How early should I start organising a men's competition?: Start at least 8–12 weeks before the competition. The first decisions should cover the format, rules, grounds, stables, officials, jury, course design, and registration process.
When should registration close for a men's competition?: Close registration 7–10 days before the event. This allows time to process entries, collect dietary requirements, compile the start list, assign bib numbers, and send competition information.
How far in advance should I book officials and volunteers?: Ask officials and key volunteers 6–8 weeks ahead, then issue the detailed volunteer schedule 7 days before the competition. Keep a small reserve for last-minute cancellations.
When should I check the equipment and deliveries?: Confirm deliveries and inspect your material stock at least 3 days before the event. Complete the site inspection and course-material check the day before, including stopwatches, measuring tapes, cones, barriers, microphones, and power supplies.

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.