Men's competition checklist: what to arrange and when

Planning a men's competition means coordinating people, paperwork, course setup and practical facilities at the same time. Start by confirming the date and location, then secure permits, insurance, officials and the competition format before opening registration. In the final weeks, the focus shifts to entries, volunteers, catering, parking, power and equipment. This checklist covers the details that are often left too late, including chilled storage, printed start documents, weather checks and a safe, inspected course.

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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

Confirm date and location
2 people
Apply for competition permit
Check insurance
Set the match rules
3 people
Reserve the jury and officials
2 people
Determine the course and tests
3 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Publish start list
Reserve parking spaces
Reserve power supply
Reserve toilets
Order catering
2 people
Order prizes and ribbons
Check material stock
2 people
Check the weather forecast
Print start documents
Do the shopping
2 people
Store chilled products
2 people
Mow and inspect the grounds
2 people
Mark off the competition area
3 people
Mark the parking area
3 people
Set out the competition course
4 people
Place cones and obstacles
4 people
Set up judges' table
2 people
Set up the registration desk
2 people
Set up catering area
3 people
Set up audience tables
3 people
Set out chairs and bins
3 people
Hang decorations
2 people
Test sound system
2 people
Set up horse welfare station
2 people
Prepare catering
3 people
Brief volunteers
2 people

Event

Receive participants
3 people
Check horses and harnesses
2 people
Hand out race numbers
2 people
Welcome the audience
3 people
Give opening briefing
2 people
Support the dressage test
5 people
Announce the break program
Guiding the cone course
5 people
Guide the obstacle course
6 people
Refill drinks
2 people
Serve snacks and meals
3 people
Check toilets
Securing the grounds and audience
2 people
Refill horse drinking water
2 people
Process interim results
2 people
Check the result
3 people
Handle prize ceremony
3 people
See the audience out
3 people

Aftercare

Dismantle the competition grounds
5 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Gather borrowed materials
2 people
Return materials
2 people
Send results and thank-you message
Process invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Judges' table
Bar stoolsqty 6
Market stallsqty 2

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Sports equipment

Dressage lettersqty 12
Race conesqty 24
Skittle ballsqty 24
Obstacle postsqty 12
Obstacle polesqty 18
Course tapeqty 6
Measuring tapesqty 2
Stopwatchesqty 4
Bib numbersqty 40
Scoreboardsqty 4
Scorecardsqty 100
Clipboardsqty 8
Pensqty 30
Walkie-talkiesqty 8
Flashlightsqty 6
Water troughs for horsesqty 12
Hay netsqty 12
Manure forksqty 4
Wheelbarrowsqty 2
Parking lot conesqty 30
Rope barrierqty 200
Fencingqty 20

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 8

Decorations

Buntingqty 10
Competition flagsqty 12
Tableclothsqty 12
Trophiesqty 6
Ribbonsqty 6

Lighting

String lightsqty 8
Work lightsqty 4

Cleaning

Waste binsqty 10
Trash grabbersqty 3
Broom setsqty 4
Mopsqty 3
Bucketsqty 6
Spongesqty 12
Hand soap dispensersqty 4
Toilet paper holdersqty 4
First aid kitsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 12
Thermos flasksqty 6

Catering

Groceries

Tips

Apply for the competition permit and check insurance before sending invitations. Allow at least 4–6 weeks for approvals, especially if the event needs temporary structures, amplified sound or additional officials.
Set the match rules, course and tests before opening registration. Publish the key format and requirements with the registration form so participants know what to prepare and officials can work from the same information.
Confirm officials and volunteers no later than 2 weeks before the competition. Give each person a time, location and specific duty, and keep walkie-talkies available for course control and last-minute changes.
Order catering and reserve toilets, parking spaces and power supply at least 2–3 weeks ahead. Check dietary requirements when processing registrations, then confirm final quantities once entries close.
Do the final stock check 1–2 days before the event. Count bib numbers, scorecards, pens, stopwatches, course markers and safety equipment, and store chilled products only after the cold-storage space is ready.

Frequently asked questions

How far in advance should I organise a men's competition?: Start planning at least 8–12 weeks before the competition. Use the first 2 weeks to confirm the date, location, permit, insurance, format and officials; registration, sponsors and practical bookings can follow once those decisions are fixed.
When should registration open for a men's competition?: Open registration after the rules, course and tests are confirmed, usually 6–8 weeks before the event. Close it early enough to process entries, collect dietary requirements and publish the start list at least 3–5 days before competition day.
How many volunteers do I need for a men's competition?: Plan for at least 1 volunteer per active area, plus 2–3 people who can cover breaks, arrivals and unexpected tasks. Add separate support for registration, course control, catering, parking and results rather than giving every job to the officials.
When should I check the weather and prepare the grounds?: Check the forecast 5–7 days before the competition and again the evening before. Mow and inspect the grounds 1–3 days ahead, then verify tents, cables, course tape, lighting and drainage on the morning of the event.

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