Reining competition checklist: what to arrange and when

A reining competition needs more than a prepared arena and a published start list. You need to secure the venue, set the match rules, confirm judges and a vet, and allow enough time for registrations and insurance checks. In the final week, attention shifts to stalls, arena footing, parking, volunteers, catering, weather, and safety information. Use this checklist to keep administrative work separate from the on-site setup and avoid last-minute gaps.

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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
Set the match rules
2 people
Confirm judges
Confirm the vet
Check competition insurance
Create registration form
Send invitations
2 people
Open participant registration
Process registrations
2 people
Collect dietary requirements
Compile start list
2 people
Publish start list
Order prizes and ribbons
Book catering
Assign volunteers
2 people
Make a parking plan
Print safety plan
Check the weather forecast
Do the shopping
2 people
Prepare horse stalls
3 people
Level the competition arena
3 people
Mark the staging area
2 people
Bring materials to the venue
3 people
Check toilets
Set up tables and chairs
3 people
Set up judges' table
2 people
Set up registration desk
2 people
Lay out bib numbers
2 people
Sort score sheets
2 people
Display prizes
2 people
Set up arena barriers
4 people
Place reining markers
2 people
Check the hot drain
2 people
Refill horse water stations
2 people
Prepare first aid supplies
Chill drinks
2 people
Set up coffee station
2 people
Set out snacks
2 people
Test the PA system
2 people
Conduct the jury briefing
4 people
Brief volunteers
4 people

Event

Receive participants
3 people
Register horses
2 people
Hand out race numbers
2 people
Guide horses to the stables
3 people
Welcome the audience
2 people
Open the match
Announce starting order
Lead the warm-up
2 people
Guide competition rides
4 people
Record scores
2 people
Check score sheets
2 people
Move the arena between rounds
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Check stalls in between
2 people
Refill horse water
2 people
Empty trash bins
2 people
Compile final results
2 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
See participants off
2 people
Ensure horses depart safely
3 people

Aftercare

Collect judging forms
2 people
Collect tableware
2 people
Clean up catering
2 people
Remove arena barriers
4 people
Clean the stables
3 people
Collect horse manure
3 people
Dispose of waste
2 people
Leave venue clean
4 people
Clean materials
3 people
Return borrowed materials
2 people
Send results to participants
Archive photos and results

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 60
Judges' table
Registration desk
Party tentsqty 3
Conesqty 20

Sports equipment

Arena barrier postsqty 24
Barrier tapeqty 4
Racing marksqty 8
Towline
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 3
Stable broomsqty 4
Horse water troughsqty 12
Hay netsqty 12
Hay balesqty 30
Drinking water barrelsqty 4
Hosesqty 2
Buckets of waterqty 12
Cleaning kitsqty 4
Obstacle signsqty 6

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone
Megaphone
Walkie-talkiesqty 6
Mobile phone chargersqty 4
First aid kit
Fire extinguishersqty 2
Flashlightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Teaspoonsqty 40
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 8
Pliersqty 6
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Bib holdersqty 40
Competition bannersqty 4
Directional signsqty 8
Price ribbon tubesqty 30

Cleaning

Waste binsqty 10
Waste binsqty 3
Cleaning glovesqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 2

Lighting

LED lampsqty 6
String lightsqty 4

Catering

Groceries

Tips

Set the rules and confirm the judges and vet before opening registration. Participants need clear information about the format, deadlines, and requirements before they commit.
Close registration early enough to compile and publish the start list, collect dietary requirements, and give catering a reliable headcount. Allow at least several days between the registration deadline and competition day.
Prepare the horse areas before equipment arrives. Check stalls, hay nets, water troughs, hay bales, hoses, buckets, pitchforks, scoops, wheelbarrows, and stable brooms rather than assuming the venue supplies them.
Walk the arena and staging area before the event starts. Level the competition arena, place barrier posts and tape, check racing marks and obstacle signs, and keep towlines and cleaning kits where the crew can reach them.
Print the safety plan and assign volunteers before the first arrival. A parking plan, working walkie-talkies, a registration desk, a judges' table, and a backup megaphone or portable speaker prevent small delays from becoming crowd-control problems.

Frequently asked questions

How far in advance should I organize a reining competition?: Start venue, rules, insurance, judges, and vet arrangements several months ahead. Open registration only after those core details are confirmed, then leave at least 1 week after the deadline to publish the start list and finalize catering.
When should I publish the reining competition start list?: Publish it after registrations are processed and the class order has been checked, preferably 3 to 7 days before the event. This gives riders time to spot errors and gives you time to print registration and judging materials.
What should I check at the venue before a reining competition?: Check the arena footing, staging area, horse stalls, toilets, parking, power, tables, chairs, and weather protection at least 1 day before competition day. Test the laptop, printer, extension cords, power strips, microphone, speaker, and walkie-talkies before participants arrive.
How many volunteers do I need for a reining competition?: Plan separate coverage for registration, parking, arena operations, horse areas, and general support; the exact number depends on entries and venue size. Confirm assignments at least 1 week ahead and give every volunteer a start time, task, and contact method.

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