What you need for a classic ship race

A classic ship race needs more than boats and a course. You will need clearly marked start and finish areas, numbered participants, timing equipment, reliable communication and safety gear on shore and on the water. This shopping list covers the practical supplies for registration, judging, refreshments and changing conditions. Check quantities against your number of crews, officials and spectators before buying, and arrange specialist equipment early.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Folding chairsqty 60
Registration tablesqty 2
Judges' table
Waste binsqty 8
Drink tablesqty 3

Sports equipment

Competition buoysqty 12
Start Line
Finish line
Start flagsqty 3
Finish flagsqty 2
Bib numbersqty 30
Race numbersqty 30
Stopwatchesqty 4
Measuring tapesqty 2
Flashlightsqty 6

Safety

Life jacketsqty 12
Life ringsqty 4
Throw linesqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Non-slip matsqty 6

Communication

Walkie-talkiesqty 8
Walkie-talkie headsetsqty 6
Megaphone
VHF radioqty 2

Equipment

Laptopqty 2
Tabletqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Speakersqty 2
Microphone

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Weather vanesqty 12
Route signsqty 10
Directional signsqty 8
Information boardsqty 4
Chalkboardsqty 3
Tableclothsqty 10

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Coolersqty 3
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Water jugsqty 8
Storage boxesqty 12

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 4
Cleaning glovesqty 8
Litter pickersqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 3 cases
- Pilsener - 6 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 4 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Back ham - 1 kilogram
- Smoked chicken - 1 kilogram
- Cucumber - 10 pieces
- Tomatoes - 3 kilograms
- Arugula - 6 bags
- Grapes - 4 kilograms
- Apples - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 4 jars
- Mixed nuts - 3 kilograms
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 boxes
- Herb cream cheese - 6 tubs
- Vegan spread - 1 kilogram
- Gluten-free sandwiches - 12 pieces
- Vegan mini rolls - 20 pieces

Tips

Plan one bib number and one race number for every boat, plus at least 10% spare numbers for last-minute changes or damaged prints. Keep the participant list and number assignments on both a laptop and tablet.
Provide one working stopwatch for each timing official and keep a spare available. Measuring tapes are useful for checking start and finish layouts before the race begins.
For water safety, prepare enough life jackets for every person assigned to the safety boat, plus life rings and throw lines at the start and finish areas. Keep first aid kits and emergency blankets immediately accessible.
Allow at least one walkie-talkie for each key role—race control, judges, registration and safety—and agree on VHF channels before race day. Headsets help officials communicate when the start area is noisy.
Buy drinks far enough ahead to chill them before the briefing and race. Set up separate drink and waste points with tables and bins so participants do not crowd registration or the judges’ table.

Frequently asked questions

What safety equipment do I need for a classic ship race?: Prepare life jackets for the safety-boat crew, life rings, throw lines, first aid kits, emergency blankets and non-slip mats. Keep the equipment at the start and finish areas, and check it no later than the day before the race.
How many race numbers should I buy?: Buy one bib number and one race number per registered boat, then add at least 10% spare numbers. For 30 boats, that means 33 of each type, rounded up if your supplier sells fixed packs.
How many radios are needed for a ship race?: Plan one walkie-talkie for each essential operational role and keep one spare, so a small race often needs 5 to 8 units. Arrange the VHF radio and channels before the skipper’s briefing, not on the morning of the race.
When should I prepare the race equipment?: Check materials, flags, buoys, timing equipment and safety gear at least 24 hours before the race. Set out the course and test communications on the day, allowing at least 2 hours before the first start.

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