Pony competition checklist

Organising a pony competition involves more than setting out jumps or dressage letters. You need a workable format, clear rules, confirmed officials, a prepared venue and accurate start lists before competitors arrive. This checklist covers the planning sequence, from permits and insurance through registration, parking, ground checks and event-day equipment. Use it to spot the details that are often left until the last week, such as emergency contacts, dietary requirements, horse water and shelter for judges and volunteers.

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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
Confirm the competition venue
Draw up competition rules
2 people
Assign judges and officials
3 people
Check competition insurance
Check permits
Publish competition schedule
Open registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Check the entry fees
2 people
Compile start lists
2 people
Publish start lists
Make reservations
Order prizes and ribbons
Assign volunteers
2 people
Make a parking plan
2 people
Compile emergency numbers
Prepare the layout
2 people
Check the weather forecast
Inspect the grounds and soil
2 people
Check the shopping list
2 people
Do the shopping
2 people
Print competition documents
2 people
Sort prizes
2 people
Prepare race numbers
2 people
Prepare catering
3 people
Clear the site
4 people
Set up competition area
6 people
Set out the course
4 people
Mark the drive-in area
3 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up registration
2 people
Set up judges' table
2 people
Set up catering point
3 people
Set up horse water stations
3 people
Test the PA system
2 people
Conduct a safety check
3 people

Event

Welcome officials
2 people
Receive participants
4 people
Hand out race numbers
2 people
Check the horses and ponies
3 people
Inform visitors
2 people
Announce the opening
Support the dressage test
4 people
Supervise the jump course
6 people
Process results
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Check paddocks
2 people
Keep the grounds safe
3 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
Give the farewell and thank-you speech
Guide participants at departure
3 people
Collect lost property

Aftercare

Dismantle competition equipment
6 people
Clear tables and chairs
4 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Check toilets
Inventory materials
2 people
Return materials
2 people
Archive results
Send participants the results
Thank sponsors

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' table
Changing room benchesqty 4
Waste binsqty 8

Sports equipment

Jump obstaclesqty 8
Dressage lettersqty 12
Dressage fencesqty 20
Start and finish postsqty 4
Conesqty 30
Barrier tapeqty 6
Ground polesqty 12
Measuring tapesqty 3
Vestsqty 20
Horse water troughsqty 8
Hay netsqty 8
Mobile paddock panelsqty 20
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 4
Broom setsqty 4
First aid kitqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 3
Thermos flasksqty 4

Equipment

Sound speakerqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld megaphonesqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Serving spoonsqty 6
Pliersqty 4
Cooling racksqty 4
Storage boxesqty 10

Decorations

Competition flagsqty 20
Bannersqty 8
Prize display
Tableclothsqty 10

Lighting

LED light garlandsqty 6
Work lightsqty 4

Cleaning

Mop setsqty 3
Bucketsqty 6
Cleaning glovesqty 12
Waste binsqty 4

Catering

Groceries

Tips

Set the competition format and rules before opening registration. Your entry form should already state classes, eligibility, entry fees, deadlines and any information needed to create fair start lists.
Confirm the venue, insurance and permits early, then inspect the grounds and soil before finalising the layout. Allow time to adjust jump positions, parking or warm-up areas if the surface or weather creates a problem.
Book judges, officials and volunteers before publishing the schedule. Give each person a named duty, arrival time and contact number; otherwise gaps often appear at the judges’ table, entrance or parking area.
Prepare horse and rider facilities as separate requirements. Check the number and position of water troughs, hay nets, paddock panels, changing-room benches and waste bins rather than assuming the venue supplies them.
Complete a final equipment and catering check at least 48 hours before the competition. Count items such as obstacles, cones, barrier tape, measuring tapes, chairs, reusable cups and thermos flasks, and confirm that the speaker and emergency numbers are ready.

Frequently asked questions

How far in advance should I organise a pony competition?: Start venue, insurance and permit checks at least 8 to 12 weeks before the competition. Open registration only after the format, rules, entry fees and schedule information are settled.
When should I publish the pony competition start lists?: Publish the start lists after registrations and payments have been checked, ideally 3 to 7 days before the event. This gives riders time to report errors and officials time to prepare.
How many volunteers do I need for a pony competition?: Plan at least one named volunteer for each operational post, including parking, registration, stewarding, arena support and refreshments. Add a reserve for every 4 to 5 active volunteers so breaks and unexpected absences are covered.
What should I check the day before a pony competition?: Recheck the weather forecast, ground and soil, layout, obstacles, dressage equipment, horse water, parking plan and emergency contacts 24 hours beforehand. Set out or load tables, chairs, waste bins and catering equipment so the morning is not spent finding missing items.

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.