Vaulting competition checklist: what to arrange and when

A vaulting competition depends on more than a good arena and willing athletes. You need the rules, judges, veterinary cover, entries, music, horse equipment and volunteer roles lined up before competition day. This checklist puts the work in a usable order, from booking the venue and opening registration to publishing the timetable and checking every table, cable and ribbon. Use it to spot the details that are often left until the last week, especially participant information, emergency contacts and tested music playback.

Organize this event for free with Lizzt

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
Invite the judges
Arrange veterinary backup
Define participant categories
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Check registration fee payments
Prepare the start list
2 people
Publish schedule
Gather music files
2 people
Reserve Judge Tables
Determine catering quantities
2 people
Order groceries
Send participant information
Create volunteer schedule
2 people
Collect emergency contacts
Do the shopping
2 people
Check prize ribbons and medals
Check competition materials
2 people
Test music playback
2 people
Print race numbers
Print score sheets
Prepare catering
3 people
Set out clothing and materials
2 people
Open venue
2 people
Check site safety
3 people
Mark off the competition ring
4 people
Block off the driveway
3 people
Set up audience sections
4 people
Set up tables and chairs
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up sound equipment
2 people
Check the lighting
2 people
Chill drinks
2 people
Set out snacks and lunch
3 people
Hand out race numbers
2 people
Register horses and teams
3 people
Provide jury briefing
3 people
Provide participant briefing
3 people
Prepare the audience reception
2 people

Event

Staff registration desk
2 people
Welcome the audience
2 people
Give the opening speech
Announce starting order
Play music for each segment
Supervise competition events
4 people
Guide horse changes
3 people
Collect scores
2 people
Check score sheets
2 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Check audience sections
2 people
Keep the site safe and clean
2 people
Prepare awards ceremony
3 people
Handle prize ceremony
3 people
Deliver farewell speech
Guide the audience to the exit
2 people
Ensure horses depart safely
3 people

Aftercare

Secure cash and documents
2 people
Gather competition materials
4 people
Tear down audio equipment
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Dismantle the competition ring
4 people
Store materials dry
2 people
Return borrowed materials
2 people
Publish results
Send thank-you message to participants

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 3
Registration desk
Party tentsqty 3
Waste binsqty 8

Sports equipment

Vaulting girthsqty 4
Vaulting surcinglesqty 4
Vaulting sailsqty 4
Lunge linesqty 4
Lunge whipsqty 4
Spare bridlesqty 2
Training matsqty 8
Conesqty 24
Barrier tapeqty 6
Stable haltersqty 8
Lane markingsqty 12

Equipment

Laptopqty 2
Printer
Portable speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Power banksqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Ice packsqty 16
Storage boxesqty 12

Decorations

Competition bannersqty 4
Stage ribbonsqty 12
Tableclothsqty 12
Wayfinding signsqty 10
Chalkboardsqty 4

Catering

Groceries

Cleaning

Broomsqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Litter pickersqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Emergency blanketsqty 6

Administration

Score sheetsqty 250
Starting listsqty 120
Bib numbersqty 80
Pen setsqty 20
Clipboardsqty 12
Name stickersqty 150
Cash Box
Printer paperqty 3
Envelopesqty 100

Prizes

Medalsqty 30
Prize ribbonsqty 30
Reusable cupsqty 6
Certificatesqty 100
Gift vouchersqty 12

Tools

Hammerqty 2
Pliersqty 2
Screwdriversqty 2
Cable tiesqty 2
Duct tapeqty 4
Measuring tapesqty 2

Tips

Set the competition structure before opening registration. Confirm the match rules, participant categories and entry requirements first, so the registration form collects the details you actually need and the timetable can be built without rework.
Treat music as a deadline item, not a competition-day task. Collect every file before publishing the schedule, test playback through the mobile speakers, and keep a laptop, extension cords and power strips ready as backups.
Arrange safety cover before entries are final. A veterinary on-call arrangement, emergency contacts and clearly marked boundaries should be confirmed before the first horse arrives; keep cones, line markings and barrier tape available for the arena setup.
Build the running order only after checking registrations and fee payments. Verify names, categories and dietary requirements, then send the start list, timetable and participant information early enough for corrections rather than discovering errors at check-in.
Count operational supplies by role, not just by headcount. Set aside separate jury tables, an entry table, chairs, waste bins, refreshments and serving items, and check medals, ribbons, printed race numbers and working printer supplies at least one day before the event.

Frequently asked questions

How far in advance should I organise a vaulting competition?: Start venue, rules, judges and veterinary cover at least 8 to 12 weeks ahead. Open registration only after the categories and entry requirements are settled, then reserve the final 7 days for printing, equipment checks and corrections.
What should I send competitors before a vaulting competition?: Send the confirmed start list, timetable, venue instructions, rules, arrival information and any required emergency or dietary details. Aim to send the main participant pack at least 7 days before the competition and issue changes immediately.
How many judges and volunteers do I need for a vaulting competition?: The exact number depends on the rules and entries, but assign every required judging position before publishing the timetable and create a named volunteer schedule for check-in, arena support, music, catering and stewarding. Finish those assignments at least 14 days before competition day.
When should I prepare the vaulting competition equipment?: Check vaulting girths, surcingles, sails, longeing lines, whips, reserve bridles, halters and training mats at least 48 hours before the event. Set out cones, markings, barrier tape, tables, chairs, cables, lights and sound equipment after the venue layout is confirmed, then test the music before doors open.

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.