Show Jumping Competition Checklist: What to Arrange and When

A show jumping competition depends on more than jumps and a start list. You need the venue, officials, course, entries, horse facilities and volunteers aligned before competitors arrive. Use this checklist to work from the first planning decisions through registration, ground inspection and event-day setup. Pay particular attention to details that are easy to leave late, such as rider and horse information, prize collection, communication equipment, water points and the final course materials.

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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 date and location
2 people
Define competition elements
2 people
Draw up competition rules
2 people
Confirm official jury
2 people
Confirm route builder
Assign timekeepers
Send invitations
2 people
Open registration form
Publish participant information
Process registrations
2 people
Check horse and rider details
2 people
Register entry fees
2 people
Collect dietary requirements
Order prizes and ribbons
Make reservations
Assign volunteers
2 people
Prepare start lists
2 people
Publish start lists
Check the shopping list
2 people
Pick up prizes and rosettes
2 people
Do the shopping
3 people
Check materials
3 people
Sort bib numbers
2 people
Assemble Race Packets
2 people
Inspect the grounds and soil
3 people
Put up route and parking signs
3 people
Set up the jumping course
4 people
Set out the dressage ring
3 people
Set up tents and tables
5 people
Mark off audience sections
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up catering
4 people
Set up horse water supply
3 people
Set out first aid and safety equipment
2 people
Test sound and walkie-talkies
2 people

Event

Open registration
3 people
Hand out race numbers
2 people
Receive Horses and Trailers
4 people
Give the route briefing
2 people
Welcome the audience
3 people
Announce starting order
Record time and penalty points
2 people
Process jury forms
2 people
Monitor the course
2 people
Check horse paddocks
2 people
Serve drinks and coffee
3 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Check waste and toilets
2 people
Enter results
2 people
Prepare awards ceremony
2 people
Award prizes and ribbons
4 people
Guide departing trailers
3 people

Aftercare

Catering breakdown
4 people
Gather competition materials
4 people
Clean the grounds
5 people
Dispose of waste
3 people
Take down tents and barriers
5 people
Wash dishes and kitchen equipment
3 people
Archive results and forms
2 people
Check borrowed materials
2 people
Return rental items
3 people
Store leftover stock
2 people
Hand over the site
2 people
Send participants their results

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 80
Judges' table
Registration desk
Paddock panelsqty 30
Crowd barriersqty 40
Waste binsqty 8

Sports equipment

Jump standsqty 16
Springboardsqty 24
Spring Refillsqty 10
Dressage fencesqty 24
Dressage lettersqty 8
Conesqty 30
Measuring tapesqty 3
Brushesqty 6
Wheelbarrowsqty 4
Pitchforksqty 4
Horse water troughsqty 12
Drinking hosesqty 3
Hay racksqty 6

Equipment

Megaphonesqty 2
Walkie-talkiesqty 8
Stopwatchesqty 4
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Thermos flasksqty 6

Decorations

Bib holdersqty 60
Competition flagsqty 12
Directional signsqty 12
Parking signsqty 8
Info boardsqty 6
Tableclothsqty 10
Trophiesqty 12
Rosettesqty 24

Lighting

LED lampsqty 12
String lightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Non-slip matsqty 8

Paper goods

Starting listsqty 100
Jury formsqty 150
Clipboardsqty 12
Pensqty 40
Wristbandsqty 300

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 6
Toilet paper holdersqty 4

Catering

Groceries

Tips

Set the date and location before opening registration, then confirm the competition format and rules early enough to publish clear participant information. Riders need to know classes, entry requirements, deadlines and practical arrangements before they commit.
Confirm the official jury, route builder and timekeepers before publishing the schedule. On competition day, assign each role a named person and provide stopwatches or walkie-talkies rather than relying on last-minute volunteers.
Inspect the grounds and soil before setting the course. Check the footing, drainage, paddock areas and access routes, then allow time to position jump stands, springboards, refills, fences, letters, cones and measuring equipment safely.
Close registration with enough time to check every horse and rider detail and prepare the start lists. Print or share the lists only after entries and payments have been reconciled, and assemble race packets and bib numbers in the same order.
Plan welfare and crowd logistics together: provide horse water troughs, drinking hoses and hay racks, while placing barriers, tents, tables, bins and the registration desk where they do not obstruct horse movement. Test the laptop, printer, extension cords and power strips before competitors arrive.

Frequently asked questions

How far in advance should I open registration for a show jumping competition?: Open registration once the date, venue, competition elements and rules are confirmed. A practical planning window is 4 to 8 weeks before the event, leaving at least 7 days after the closing date to verify entries and prepare start lists.
When should the show jumping course be inspected?: Inspect the grounds and soil at least 1 to 2 weeks before the competition, then check the course area again on the day before setup. This gives you time to address poor footing, drainage, access or safety issues before jumps are placed.
When should I publish show jumping start lists?: Publish start lists after registrations, entry fees and horse and rider details have been checked. Aim to release them 3 to 5 days before the competition, and keep one final printed copy at the registration desk for event-day changes.
How many volunteers are needed for a show jumping competition?: The number depends on the classes and venue, but plan separate people for registration, timekeeping, course support, paddock supervision and general assistance. Confirm named volunteers at least 1 week in advance and keep 2 to 3 reserve people available for breaks or no-shows.

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