Take Me Out to the Derby

I live in a horse town and have seen horse jumping competitions for years. Even though there are horses here, there isn’t a horse race track in the area, and I have never planned a horse race. I happened to be visiting Louisville, Kentucky, recently, and had the opportunity to visit Churchill Downs. This got me thinking about what it takes to plan a horse race. It feels like they are steeped in tradition, especially one like the Kentucky Derby. As we arrived at Churchill Downs, we were met by a bugler in his formal red jacket, cap, and riding boots; then escorted through the underbelly and out to the course, where we got to meet a champion racehorse. As we sat in the owner’s booths near the track, I wondered what was unique to planning a Derby.

What I learned first was that a horse and rider don’t just want to win the Kentucky Derby. There is the coveted “Triple Crown” to be had. This honor is given to a single horse that wins a series of three races within a five-week period. They include the Kentucky Derby, the Preakness Stakes, and the Belmont Stakes. The Kentucky Derby kicks off the races. Then, onto Baltimore, Maryland, and the Pimlico Racecourse, where the shortest of all three races is run; the Preakness Stakes. After which, the longest of the races is run in Elmont, New York, at Belmont Park; the Belmont Stakes. In the over 150-year history of the Triple Crown, only thirteen horses (as of 2022) have earned this achievement.¹

There are very strict parameters for a horse to win the Triple Crown, the first being that the horse has to be three years old and the second, that it has to be a Thoroughbred, which means a horse can only win a Triple Crown once. The Jockey, however, can go on to win multiple times. The most wins for a jockey is two by Eddie Arcaro in 1941 and 1948.¹ This just tells me that it is an incredible feat to win at all, let alone twice.

Before beginning the planning process, I would want to understand the traditions of the sport. Knowing how important these are to the derby are paramount to a successful event. Traditions for the Kentucky Derby include: the Garland of Roses, the Twin Spires, the song, “My Old Kentucky Home,” Mint Juleps, and the Trophy.² You can read some fascinating trivia and what each one means at the Kentucky Derby Website. Traditions associated with the Preakness Stakes include: the Black-eyed Susan Blanket, Painting of the Weather Vane, the Alibi Breakfast, and the Tiffany Woodlawn Vase.³ There are fascinating facts on the Preakness Website. At the Belmont Stakes, traditions you will see include: the White Carnation Blanket, the August Belmont Memorial Trophy, and the singing of Frank Sinatra’s “New York, New York” as the horses head to the starting gate.⁴ 

It seems like a theme song, a signature cocktail, a unique flowered winner’s blanket, and a one-of-a-kind trophy are all very important to these races. Knowing this, even without knowing how to plan a derby, I can tell you that there will be pomp and circumstance around each one that needs special time and attention. The right version of the theme songs needs to be played. A specific mixture for each cocktail and a traditional way to serve them needs to be identified, and the same companies who have made the flowered blankets and trophies need to be contacted (or gather the trophy that is passed from one winner to the next).

As with any event where animals are involved, there are many additional tasks for the planning list which include things like holding pens, warm up rings, feed, straw, stalls, and trailer parking. I was going to recommend a veterinarian, but when I went back to the Kentucky Derby website, I read about the Equine Medical Team that is on-site. This team includes not only veterinarians, but an equine surgical team as well for those incredibly critical injuries. I didn’t research this, but I assume there is also a human medical team there as well. If the horses get a physical before entering the track, I assume the jockeys do too.

I imagine there is another level of planning needs to consider when betting is involved. I would want to consult with a planner who has worked with a horse race before, ideally a derby, to understand the ins and outs of handling money in this way. I am certain there is a lot of oversight and money management needed. There has to be online security and accountability, tracking, and redundancies, and so much more that I’m not even aware of. And comprehending what I believe must be an intense audit process will be very important.   

The list continues with jockey ready-rooms, horse owners’ suites or hospitality tents, and the usual food and beverages, parking, people moving, audio/visual needs, security, and the race itself. Even before a horse’s hoof hits the dirt, there are hotel rooms, flights, meeting spaces, dinners, limos, and a large variety of rentals to secure (all things the local CVB can help with).

If you ever have the opportunity to plan a horse race, let alone one of the Triple Crown Derbies, be sure to seek expert advice, surround yourself with an amazing team for support, and don’t forget your fascinator.

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1.DKHorse.Triple Crown Races. 2026. https://www.dkhorse.com/triple-crown
2.The Kentucky Derby. Churchill Downs Incorporated. 2026. https://www.kentuckyderby.com/living-traditions/
3.Preakness 151. Preakness Tradition. 2026. https://www.preakness.com/preakness-tradition
4.Belmont Stakes. History of the Belmont Stakes. 2026. https://www.nyra.com/belmont-stakes/history/