Vaulting competition checklist: what to arrange and when

A vaulting competition needs more than a venue and a starting list. You need clear match rules, assigned judges, technical support and veterinary backup before entries open. In the final week, verify horse passports, registrations, parking, volunteers and the equipment needed for both horses and athletes. Use the checklist to keep administration, arena setup, catering and the awards ceremony on schedule.

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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
Confirm technical management
Arrange veterinary backup
Send invitations
2 people
Process registrations
2 people
Update participant list
Set up the starting order
2 people
Register horses and longeurs
2 people
Check Horse Passports
2 people
Process entry fees
Collect dietary requirements
Make a parking plan
2 people
Schedule volunteers
2 people
Send audience information
Prepare awards ceremony
2 people
Check the shopping list
Order catering
Pick up materials
2 people
Do the shopping
2 people
Print bib numbers
Print competition forms
Lay out prizes and ribbons
2 people
Prepare coffee and tea
2 people
Inspect the grounds and stables
2 people
Divide the horse stalls
2 people
Check the weather forecast

Event

Mark out the competition area
4 people
Check the playing surface
2 people
Open paddocks and stable aisles
2 people
Set up tables and chairs
4 people
Set up the tent and registration table
3 people
Set up the jury table and seating
3 people
Test sound and microphones
2 people
Set up the catering and drinks point
3 people
Receive horses
4 people
Guide horses to the stables
4 people
Register participants
3 people
Check horse passports again
2 people
Hand out race numbers
2 people
Hold the jury briefing
4 people
Hold the participant briefing
3 people
Lead horse warm-up
4 people
Welcome the audience
3 people
Announce the opening
Guide competition rounds
6 people
Play music for each trial
Collect scores
2 people
Process scores
2 people
Safely guide horses
4 people
Refill drinks
2 people
Serve snacks and lunch
3 people
Empty trash bins
2 people
Announce break
Announce finalists
Hold the awards ceremony
4 people
Let the horses rest
3 people
Guide participant departures
4 people
Check the grounds and stables
2 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Dismantle the competition grounds
5 people
Clear tables and chairs
4 people
Collect and remove waste
3 people
Clean the stables
4 people
Clean the restrooms
2 people
Publish results
Archive contest forms
Clean equipment
3 people
Return borrowed equipment
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 100
Jury tablesqty 3
Party tentsqty 3
High tablesqty 4
Clothes racksqty 4

Sports equipment

Vaulting surcinglesqty 4
Vaulting bridlesqty 4
Lanyardsqty 6
Lung whipsqty 4
Crash matsqty 6
Conesqty 20
Barrier tapeqty 4
Conesqty 20
Hay balesqty 12
Horse water troughsqty 12
Hay netsqty 12
Wheelbarrowsqty 3
Pitchforksqty 4
Stable shovelsqty 4
Cleaning kitsqty 6
Manure forksqty 3

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Laptopqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Lighting

Work lightsqty 4
String lightsqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 150
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 4
Serving plattersqty 12
Serving traysqty 6
Ice packsqty 20

Cleaning

Bucketsqty 4
Spongesqty 10
Cleaning clothsqty 20
Broom setsqty 4
Mop setsqty 3
Hand sanitizerqty 6
Toilet brushesqty 3
Waste binsqty 8

Catering

Groceries

Paper goods

Bib numbersqty 40
Competition formsqty 150
Score sheetsqty 200
Program bookletsqty 120
Name stickersqty 150
Pensqty 40
Markersqty 12
Clipboardsqty 20

Decorations

Rider flagsqty 8
Competition bannersqty 4
Directional signsqty 12
Trophiesqty 12
Medal ribbonsqty 40

Safety

First aid kitqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6
Flashlight batteriesqty 12
Emergency blanketsqty 6

Animal care

Horse first-aid kitsqty 2
Reserve haltersqty 6
Spare leadsqty 6
Cleaning brushesqty 12
Manure bagsqty 100

Tips

Set the rules and confirm the judges before sending invitations. Participants need the format, entry requirements and deadlines early enough to register correctly.
Close registrations with time to check horse passports, entry fees, dietary requirements and the final participant list. Do not leave the starting order until the last day.
Create a separate arrival plan for horses and spectators. Mark parking, horse water troughs, hay nets, manure handling and pedestrian routes before setup begins.
Test the sound system, speakers and wireless microphones before the first class. Check the laptop, printer, extension cords and power strips together rather than discovering a missing connection during the event.
Prepare bib numbers, competition forms, prizes and ribbons in labelled groups. Set out jury tables, chairs, crash mats and arena markers before officials and competitors arrive.

Frequently asked questions

How far in advance should I organise a vaulting competition?: Start venue booking, rules, officials and veterinary backup at least 12 weeks before the competition. Open registrations only after the key conditions and entry information are confirmed.
When should registrations close for a vaulting competition?: Close entries about 10 to 14 days before the event. This leaves time to verify horse passports, process fees, update the participant list and prepare the starting order.
How many volunteers do I need for a vaulting competition?: Plan separate coverage for registration, parking, arena support, horse-area duties, technical management and catering. For a small competition, schedule at least one named person per role and add a two-person setup team.
What equipment should be checked before a vaulting competition?: Check vaulting surcingles, bridles, lanyards, lung whips, crash mats and cones, then test the sound system and printing equipment. Complete this check at least 2 days before the event so missing items can still be replaced.

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