Men's Competition Planning Checklist

Planning a men's competition means coordinating the course, competitors, officials, volunteers and equipment in the right order. Set the date and venue first, then lock in the rules, categories and safety plan before registration opens. In the final week, confirm every participant, publish the starting order and inspect the course again. This checklist also covers details that are easy to miss, such as dietary requirements, spare parts, cable mats and chilled drinks.

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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 match date
2 people
Reserve competition venue
2 people
Set the match rules
2 people
Set the course and categories
3 people
Invite officials and jury
2 people
Check obstacles
3 people
Prepare safety plan
2 people
Create registration form
Send invitations
2 people
Open registration
Recruit volunteers
2 people
Book catering
2 people
Order prizes and ribbons
Check permits
2 people
Check first aid supplies
Process registrations
2 people
Collect dietary requirements
Set up the starting order
2 people
Confirm participants
2 people
Assign volunteers
2 people
Check the weather forecast
Do a final course inspection
3 people
Print the starting lists
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people
Check grounds and toilets
2 people
Fence off the paddock
4 people
Set out the course
5 people
Set up obstacles
5 people
Set up the start and finish line
2 people
Set up the jury table
2 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up catering point
3 people
Restock toilet supplies
Set up the first aid station
2 people
Test the lighting
2 people
Test the PA system
2 people
Hold the jury briefing
4 people
Hold a volunteer briefing
8 people

Event

Register participants
3 people
Hand out race numbers
2 people
Check horses and harnesses
3 people
Welcome the audience
3 people
Announce the program
Support the dressage test
4 people
Process dressage results
2 people
Serve drinks
3 people
Provide coffee and tea
2 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Check the course between trials
3 people
Run the skills course
5 people
Process interim results
2 people
Empty trash bins
2 people
Check the marathon course
4 people
Support the marathon event
6 people
Process marathon results
2 people
Inform the audience of the results
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Serve the last refreshments
2 people
See participants off
2 people
Close off the public area
3 people

Aftercare

Take down obstacles
5 people
Gather course materials
4 people
Clean the grounds
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dispose of waste
2 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear out unused stock
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Jury tablesqty 3
Bar stoolsqty 6
Changing room screensqty 4

Sports equipment

Competition carriagesqty 2
Course conesqty 24
Match ballsqty 24
Course lettersqty 20
Obstacle blocksqty 24
Obstacle fencesqty 12
Bollardsqty 80
Barrier tapeqty 12
Bib numbersqty 40
Dressage lettersqty 20
Measuring tapesqty 3
Stopwatchesqty 6
Scoreboardsqty 3
Spare parts

Equipment

PA system
Microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Laptopqty 2
Printersqty 2
Power banksqty 6

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Bread knivesqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Competition flagsqty 20
Stage ribbonsqty 12
Tableclothsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the rules, course and categories before sending invitations. Participants need clear information about eligibility, format and what they must bring before registration opens.
Invite officials and jury members early, then assign volunteers once registration numbers are known. Print the starting lists only after registrations, confirmations and the running order are final.
Inspect every obstacle and course marker twice: during preparation and again on the day. Keep barrier tape, bollards, spare parts and measuring tapes available for quick repairs or adjustments.
Test the PA system, microphones, speakers, laptop, printers and extension cords before competitors arrive. Put cable mats over every cable crossing a public walkway and charge power banks the night before.
Check dietary requirements as registrations come in and confirm catering quantities before the final shopping trip. Chill drinks several hours before the first start, not when guests are already arriving.

Frequently asked questions

How far in advance should I plan a men's competition?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Use that time to confirm officials, permits, safety arrangements, catering and prizes before opening registration.
When should registration close for a men's competition?: Close registration 7 to 10 days before the event if possible. That gives you time to process entries, collect dietary requirements, confirm participants, assign volunteers and create the starting order.
How many volunteers are needed for a men's competition?: Plan one clearly assigned volunteer for each active station, plus at least two people for general support and breaks. Finalise the roster after registration closes, when you know the number of categories and course positions.
When should I inspect the competition course?: Do a full inspection at least one week before the competition and a final inspection on the event day. Check obstacles, course letters, cones, barriers and safety routes again after setup and before the first start.

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.