Western Competition Checklist

Organising a western competition involves more than booking an arena and publishing a date. You need clear match rules, qualified judges, horse welfare arrangements, accurate rider entries and a workable site plan. Start with the venue, permit and competition format, then move through registration, officials, equipment and participant information. This checklist covers the practical details that are easy to leave until the final week, including start numbers, jury forms, parking signs, power and horse facilities.

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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
Check competition permit
Define competition elements
3 people
Set the match rules
2 people
Assign judges
Book speaker and announcer
Arrange veterinary on-call duty
Arrange a farrier on standby
Check competition insurance
Create registration form
2 people
Send invitations
2 people
Publish the competition online
Process registrations
2 people
Check horse and rider details
2 people
Register entry fees
2 people
Prepare the start list
2 people
Assign start numbers
2 people
Collect dietary requirements
Order catering
2 people
Order prizes and ribbons
Print Jury Forms
2 people
Create a site map
2 people
Send participant information
Make route and parking signs
2 people
Check competition materials
3 people
Check prizes and medals
2 people
Check forecasts and weather risks
Do the shopping
3 people
Chill drinks
2 people
Set out hay supply
2 people
Inspect the grounds and soil
3 people
Move competition arena
3 people
Mark out the parking area
3 people
Prepare stables and paddocks
4 people
Set up tables and chairs
4 people
Build party tents
5 people
Set up judges' table
2 people
Set up registration desk
2 people
Connect the sound system
2 people
Place arena obstacles
4 people
Check the lighting and power
2 people
Check and Refill Toilets
2 people
Set out first aid and safety equipment
2 people
Put up route signs and program boards
2 people
Lay out race numbers and documents
2 people
Build the catering buffet
3 people
Give volunteers a briefing
4 people

Event

Welcome participants and horses
4 people
Check horse papers
2 people
Hand out race numbers
2 people
Guide horses to the stables
3 people
Welcome the audience
3 people
Handle the opening announcement
Guide riders to the paddock
2 people
Announce the start lists
Supervise competition events
4 people
Collect judging forms
2 people
Keep the arena safe
2 people
Refill drinks
2 people
Serve snacks and meals
3 people
Track waste and tables
2 people
Check horse water
2 people
Process results
2 people
Present prizes
3 people
See off guests and manage departure
4 people
Check out horses safely
3 people

Aftercare

Dismantle arena obstacles
4 people
Turn off the sound system
2 people
Wash the dishes and kitchenware
3 people
Clear tables and chairs
4 people
Take down party tents
5 people
Clean the grounds
4 people
Clean stalls and paddocks
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Send results and photos

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' table
Registration desk
Waste binsqty 8

Sports equipment

Arena fencesqty 24
Trail obstaclesqty 8
Barsqty 12
Conesqty 30
Bib numbersqty 40
Dressage lettersqty 8
Measuring tapeqty 2
Hay racksqty 12
Horse water troughsqty 20
Wheelbarrowsqty 3
Pitchforksqty 4
Stable manure forksqty 4
Brushesqty 6
Spongesqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Laptopsqty 2
Printers
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 6

Decorations

Competition flagsqty 20
Tableclothsqty 12
Directional signsqty 12
Program postersqty 10
Start list boardsqty 3

Lighting

LED work lightsqty 8
String lightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 10
Barrier tapeqty 4
Flashlightsqty 6

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm the venue, competition permit and insurance before opening registration. Allow at least 8–12 weeks for permits or venue requirements that need outside approval.
Set the competition elements and match rules before creating the registration form. Include entry deadlines, fees, start times and required horse and rider details so you do not have to chase missing information later.
Book judges, an announcer, a speaker, veterinary on-call duty and a farrier on standby early. Send the final schedule and contact numbers to the event team at least 7 days before competition day.
Plan the site around both people and horses: mark the arena, registration desk, judges’ table, parking and route, then check water troughs, hay racks, manure tools and waste bins before delivery day.
Test the full technical setup at least 1 day in advance. Check speakers, mixer, wireless microphones, extension cords, laptops, printers and walkie-talkies, and keep power banks available for the registration team.

Frequently asked questions

How far in advance should I organise a western competition?: Start planning at least 8–12 weeks before the competition. Use the first weeks for the venue, permit, insurance, rules and officials, then open registration once the key details are fixed.
When should I send western competition invitations and participant information?: Send invitations as soon as the registration form is ready, ideally 6–8 weeks before the event. Send the final participant information, start list, route, parking details and site map no later than 7 days before competition day.
When should the western competition start list be finalised?: Close registrations according to the deadline in your event rules, then check horse and rider details before assigning start numbers. Aim to publish the final start list 3–7 days before the competition.
What equipment should I test before competition day?: Test arena fences, trail obstacles, bars, cones, bib numbers, dressage letters and measuring equipment during the final setup. Test the sound system, microphones, printer, laptops and walkie-talkies at least 1 day before the event.

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