Vaulting competition checklist: what to arrange and when

A vaulting competition needs more than a marked circle and a list of athletes. You need the venue, rules, judges, horse and trailer registrations, insurance, volunteers and competition paperwork aligned before the first arrival. This checklist takes you from initial planning through competition-day setup, including details that are easy to leave too late, such as dietary requirements, music files, prize labels and ground checks. Use it to track the work in a clear order.

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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
Assign judges
Check competition insurance
Invite participants
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Compile start list
2 people
Register horses and trailers
2 people
Reserve Judge Tables
Reserve extra toilets
Gather music files
2 people
Purchase prize money and prizes
2 people
Print the starting lists
Print Jury Forms
Create the volunteer schedule
2 people
Check the shopping list
2 people
Do the shopping
2 people
Label prizes and ribbons
2 people
Test sound equipment
2 people
Check horse stalls
2 people
Check the venue and ground conditions
2 people
Mark out the competition area
4 people
Mark the vaulting circle
2 people
Lay out crash mats
4 people
Set up horse stalls
3 people
Set up the audience tent
4 people
Set up tables and chairs
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Connect the public address system
2 people
Test music by start group
2 people
Prepare the jury forms
2 people

Event

Register participants
3 people
Veterinary check on horses
2 people
Brief starting groups
2 people
Hold a judges and announcer meeting
4 people
Welcome the audience
3 people
Host the opening round
4 people
Start music for each performance
2 people
Guide the horses to the ring
4 people
Support longeurs
2 people
Monitor safety around the ring
3 people
Announce break
Serve coffee and tea
2 people
Refill drinks
2 people
Serve sandwiches and snacks
3 people
Collect jury forms
Enter scores
2 people
Publish interim results
Support awards ceremony
4 people
Guide the audience to the exit
2 people
Ensure horses depart safely
3 people

Aftercare

Chill leftover food
2 people
Clean up catering
3 people
Wash dishes
3 people
Turn off the sound equipment
2 people
Clear away crash mats and fences
4 people
Clear tables and chairs
4 people
Clean the horse stalls
3 people
Clean the grounds
4 people
Collect waste
3 people
Make the site ready for handover
2 people
Publish results
Thank participants
Archive score sheets
Let materials dry
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 3
Jury vehicleqty 3
Registration desk
Party tentsqty 3
Clothes racksqty 2

Sports equipment

Crash matsqty 8
Vaulting saddlesqty 6
Vaulting surcinglesqty 6
Vaulting handlesqty 6
Lunge linesqty 6
Lunge whipsqty 6
Haltersqty 8
Haltersqty 8
Treadmill conesqty 12
Barrier conesqty 20
Ring barrier
Dressage lettersqty 8
Brushes for horsesqty 8
Bridle setsqty 6
Transport protectorsqty 6
Buckets of waterqty 12
Hay netsqty 8
First aid kitsqty 2
Ice and cold packsqty 8
Stable forksqty 4
Wheelbarrowsqty 2

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
Power banksqty 4
Walkie-talkiesqty 8
Megaphonesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Pouring jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Food containersqty 12

Decorations

Competition bannersqty 6
Bib numbersqty 20
Prize tablecloth
Directional signsqty 8

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Waste binsqty 10
Dustpansqty 4
Broomsqty 6
Mopsqty 4
Bucketsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the venue and ground conditions before you finalise the start list. Mark out the competition area and vaulting circle only after you know the surface is suitable and the layout fits safely.
Set the match rules and assign judges early enough to print the correct jury forms and starting lists. Last-minute rule changes create avoidable work at the registration desk.
Register horses and trailers before competition day, then check stalls, hay nets, water buckets, halters and transport protectors. Horse logistics often take longer than athlete registration.
Build the volunteer schedule around fixed jobs such as registration, horse movements, jury tables, sound and stewarding. Include cover for breaks rather than assigning every person to one uninterrupted shift.
Test the sound system, mixer, wireless microphones, laptop, printer and extension cords before the venue opens. Load and check every music file in advance, because troubleshooting audio during a class delays the running order.

Frequently asked questions

How far in advance should I organise a vaulting competition?: Start venue, insurance, rules and judge arrangements at least 8 to 12 weeks before the event. Open registrations once those details are fixed, then use the final 1 to 2 weeks for start lists, paperwork, shopping and equipment checks.
What equipment is needed for a vaulting competition?: Plan for vaulting saddles, surcingles, handles, lunge lines, lunge whips, halters, bridle sets, crash mats and horse-care supplies. You will also need tables, chairs, jury tables, a registration desk, sound equipment, microphones, a laptop, printer and extension cords.
When should I print the starting list and jury forms?: Print the final starting list and jury forms after registrations, horse details and withdrawals have been checked. A practical deadline is 1 to 2 days before the competition, with spare copies ready at the registration desk.
How many volunteers do I need for a vaulting competition?: The number depends on the number of classes and horses, but schedule separate people for registration, horse movements, the jury, sound and general stewarding. Create the rota at least 1 week beforehand and add cover for meal and toilet breaks.

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