Men's competition checklist: what to arrange and when

A men's competition needs more than a venue and a start list. You need to arrange permits, insurance, officials, veterinary and farrier support, registrations, course equipment, parking and deliveries in the right order. This checklist keeps the planning manageable, from setting the rules and opening registration to publishing the start list and preparing drinks and snacks. It also helps you catch details that are often left until the final week, such as power supply, bib numbers, traffic flow and weather plans.

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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

Reserve competition venue
Apply for competition permit
Check insurance
Set the competition rules
2 people
Book officials
Book the veterinarian
Book the farrier
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Prepare the start list
2 people
Publish start list
Set out the course
3 people
Make a traffic plan
2 people
Create the parking layout
Confirm deliveries
Order prizes and ribbons
Check the weather forecast
Do the shopping
2 people
Check materials
2 people
Lay out bib numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mow the grounds
2 people
Check toilets
Open the venue
2 people
Fence off the paddock
4 people
Check the course
3 people
Set up obstacles
5 people
Mark the start and finish lines
2 people
Set up judges' table
2 people
Set up registration
2 people
Set up catering
3 people
Set up tables and chairs
4 people
Barrier off the public route
2 people
Mark the parking area
3 people
Set up signage
2 people
Test sound system
2 people
Welcome officials
2 people

Event

Inspect horses and harnesses
3 people
Register participants
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Handle announcements
Give the riders briefing
2 people
Guide the dressage competition segment
5 people
Guide the skill competition segment
6 people
Serve break snacks
3 people
Refill drinks
2 people
Check toilets periodically
Check audience areas
2 people
Guide the marathon event segment
7 people
Process interim results
2 people
Prepare awards ceremony
2 people
Handle prize ceremony
4 people
See participants off
3 people
See the audience out
3 people

Aftercare

Collect loose waste
4 people
Catering breakdown
3 people
Wash dishes
2 people
Dismantle the sound system
2 people
Gather course materials
5 people
Remove the barriers
4 people
Clean the grounds
4 people
Clear tables and chairs
4 people
Clean the restrooms
2 people
Count materials
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Hand over the competition area
2 people
Publish results

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 60
Jury tablesqty 3
Cash desk table
Waste binsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Generator

Sports equipment

Men's obstaclesqty 8
Traffic conesqty 30
Dressage lettersqty 8
Measuring tapesqty 2
Stopwatchesqty 4
Bib numbersqty 30
Scoreboardsqty 3
Conesqty 40
Lunge linesqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
Cable reelsqty 3

Decorations

Buntingqty 8
Site signsqty 12
Directional signsqty 10
Sponsor bannersqty 8
Trophiesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Pliersqty 4
Serving spoonsqty 6
Thermos flasksqty 4
Ice packsqty 20
Handwashing sink

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Toilet brushesqty 3
Cleaning clothsqty 20
Glovesqty 12
Litter pickersqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Vestsqty 15
Flashlightsqty 6
Barrier tapeqty 6
Fencesqty 20

Catering

Groceries

Tips

Set the competition rules before opening registration. Participants need clear information on classes, entry requirements, timings and what they must bring before they sign up.
Book officials, the veterinarian and the farrier early, then confirm them again during the final week. Their availability affects the timetable and cannot usually be fixed at the last minute.
Create the parking layout and traffic plan before publishing arrival information. Include separate routes or spaces where needed and place traffic cones before competitors arrive.
Check every powered item at least one day before the competition. Test the sound system, microphones, coffee machines and kettles, and confirm whether extension cords, power strips or a generator are required.
Prepare the welcome and catering area on the day before or early on the morning itself. Lay out bib numbers, chill drinks, prepare snacks, and keep reusable cups, plates and cutlery together so serving starts without searching.

Frequently asked questions

How early should I apply for a men's competition permit?: Apply as soon as the venue and competition date are confirmed, preferably several weeks before registration opens. Check the authority's required processing time and leave at least 7 days for missing information or corrections.
When should I publish the men's competition start list?: Publish the start list after registrations have been processed and the timetable is checked. Aim to release it at least 3 to 5 days before the competition so participants can plan arrival and officials can review their duties.
How many bib numbers and scoreboards do I need?: Prepare one bib number for every registered competitor, plus at least 5 spare numbers for changes or damage. Use enough scoreboards for every active section of the course and keep one spare if the format allows it.
When should I check the weather forecast for the competition?: Check it 7 days before the event for planning and again 48 and 24 hours beforehand for operational decisions. Use the final forecast to confirm tents, drinking water, equipment protection and any changes to the traffic plan.

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.