Show jumping competition checklist

A show jumping competition depends on dozens of details beyond the course itself. Set the date, venue, permits and insurance first, then work through competition rules, entries, stables, trailer parking and the daily schedule. In the final week, confirm participants, volunteers, prizes and equipment. On the day before, check the grounds, prepare the arena and test the sound system so riders, officials and horses can move through the programme without delays.

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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
Arrange permits and insurance
2 people
Define competition elements
3 people
Set the jury and competition management
2 people
Create course design
2 people
Draft participant terms and conditions
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Register entry fees
2 people
Collect dietary requirements
Assign stable spaces
2 people
Create a parking plan for trailers
2 people
Make material reservations
Prepare the announcement text and daily schedule
2 people
Prepare start lists
2 people
Print race numbers
2 people
Order prizes and ribbons
Send participant information
2 people
Assign volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials and tools
3 people
Check grounds and driveway
3 people
Drag and level the arena
3 people
Prepare the stalls and paddocks
4 people
Set out the course and dressage ring
4 people
Set up the jump obstacles
5 people
Set up tents and barriers
5 people
Set up tables and chairs
4 people
Set up the jury table and registration
2 people
Test sound and microphones
2 people
Check the lighting
2 people
Hang up signage
2 people
Lay out prizes and bib numbers
2 people
Prepare coffee and tea
2 people
Fill coolers
2 people
Prepare snacks and sandwiches
3 people
Check and restock toilets
2 people

Event

Open the registration desk
2 people
Register horses and participants
3 people
Hand out race numbers
2 people
Guide horses to the stables
3 people
Clear the course
2 people
Announce the opening
Supervise races
5 people
Record jury results
2 people
Handle announcements and music
2 people
Inform about access and visitors
2 people
Guide trailer parking
3 people
Serve drinks
3 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Track waste and tables
2 people
Check the arena in between
2 people
Check obstacles in between
2 people
Prepare awards ceremony
3 people
Support awards ceremony
4 people
Guide horses out
3 people
Collect lost and found items
Close Competition Administration
2 people
Check horses and stables
2 people

Aftercare

Collect tableware and glassware
3 people
Clean up catering
3 people
Dismantle the course and obstacles
5 people
Take down tents and barriers
5 people
Take down tables and chairs
4 people
Collect and remove waste
3 people
Clean the grounds
4 people
Clean stalls and paddocks
3 people
Wash dishes and glassware
3 people
Clean and dry equipment
3 people
Return borrowed equipment
2 people
Send out results and thank-yous
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' tableqty 2
High tablesqty 8
Waste binsqty 8

Sports equipment

Jump obstaclesqty 12
Dressage lettersqty 12
Ring barrierqty 80
Conesqty 30
Ground polesqty 12
Course number signsqty 12
Hay racksqty 20
Horse water troughsqty 20
Wheelbarrowsqty 4
Pitchforksqty 4
Scoopsqty 4
Lane rakesqty 3
Sponges and water bucketsqty 8

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Flashlightsqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Walkie-talkiesqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Serving plattersqty 10

Decorations

Competition flagsqty 12
Barrier tapeqty 4
Directional signsqty 12
Program boardsqty 4
Bib holdersqty 50
Trophiesqty 12
Rosettes and ribbonsqty 30

Lighting

String lightsqty 6
LED work lightsqty 6

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving tongsqty 6
Coolersqty 4
Food containersqty 8

Cleaning

Broomsqty 4
Floor squeegeesqty 3
Mop setsqty 3
Cleaning bucketsqty 4
Glovesqty 12
Litter pickersqty 3

Catering

Groceries

Tips

Set the competition format and entry conditions before publishing registration. Give yourself at least 6–8 weeks for entries, fee processing and participant questions.
Reserve stable spaces and create a trailer parking plan as soon as registrations open. Ask for arrival details early, because horse numbers and trailer sizes affect how much space you need.
Finish the course design and order course number signs, ribbons and prizes before the final week. Print start lists and race numbers only after registrations and withdrawals have been checked.
Walk the grounds and driveway at least 2 days before the event. Drag and level the arena, check the jumps and ring barrier, and place water troughs, hay racks and manure tools where they will be used.
Test microphones, speakers, the mixer and extension cords before riders arrive. Prepare a backup plan for announcements, and place coffee, drinking glasses, waste bins and coolers where volunteers can reach them without crossing the horse traffic route.

Frequently asked questions

How far in advance should I organise a show jumping competition?: Start planning 8–12 weeks before the competition. Use that time for permits and insurance, the venue, officials, course design, registrations, stable allocation and volunteer planning.
When should entries close for a show jumping competition?: Close entries 7–10 days before the event if possible. This leaves time to confirm fees, assign stable spaces, create start lists, print race numbers and send final participant information.
How do I plan trailer parking for a horse show?: Make the trailer parking plan after you know the expected horse and trailer numbers, ideally at least 1 week ahead. Separate arrival, parking and departure routes, and keep access clear for emergency vehicles.
When should I prepare the jumping arena and equipment?: Complete the main arena check and ground preparation 1–2 days before the event. Check every jump, pole, course number, barrier and water point, then do a final walk-through on the morning of the competition.

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