Coastal rowing race checklist

A coastal rowing race needs more than boats and a start line. Before registrations open, confirm the beach, water access, permits, insurance and lifeguard cover, then turn the safety plan into clear race rules. In the final week, share participant instructions, assign volunteers, check the forecast and prepare numbers, radios and timing equipment. This checklist takes you from the first planning decisions through race-day setup and close-down.

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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

Define the competition concept
2 people
Confirm date and times
Apply for permits
Inform the water manager
Reserve beach location
Reserve Lifeguard Service
Check insurance
Draw up competition rules
2 people
Set out the course
3 people
Set the start and finish zones
2 people
Prepare safety plan
2 people
Check participant insurance
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Order print materials
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
Assign start numbers
2 people
Send participant information
Check the weather forecast
Collect materials
3 people
Do the shopping
3 people
Fill coolers
2 people
Sort bib numbers
2 people
Prepare competition folders
2 people
Making the weather and safety decision
3 people
Cordon off the area
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Place course buoys
4 people
Set up the start line
3 people
Set up the finish line
3 people
Check safety equipment
2 people
Test communication radios
2 people
Inspect the rowing boats
3 people
Bring boats to the start
4 people
Give volunteer briefing
3 people
Give the jury briefing
2 people

Event

Receive participants
4 people
Hand out bib numbers
3 people
Register participants
3 people
Guiding rowers to the briefing
2 people
Give the safety briefing
3 people
Guide rowers to the start
4 people
Start the race
3 people
Monitor the course
6 people
Record split times
3 people
Register finishers
3 people
Welcome participants
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check results
2 people
Present prizes
3 people
Guide the audience
2 people
Turn on lighting
2 people
Serve the last round
2 people
See participants off
2 people

Aftercare

Remove course buoys
4 people
Take down start and finish line
3 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Empty the coolers
2 people
Clean the grounds
5 people
Dispose of waste
3 people
Inventory materials
2 people
Clean materials
3 people
Return materials
2 people
Publish results
Thank participants
Cancel permits
Check invoices
Archive photos

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 60
Beer tablesqty 6
Bar stoolsqty 8
Clothes racksqty 2
Stage sectionsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 10
Megaphonesqty 2
Stopwatchesqty 6
Laptopsqty 2
Printers
Power banksqty 8
First aid kitsqty 2
AED
VHF marine radiosqty 4

Sports equipment

Rowing boatsqty 12
Oarsqty 24
Spare paddlesqty 4
Bib numbersqty 80
Race bib strapsqty 80
Course buoysqty 12
Anchorsqty 12
Anchor linesqty 12
Life ringsqty 6
Throw linesqty 6
Life jacketsqty 20
Waterproof bagsqty 8
Thermal blanketsqty 20
Competition flagsqty 12
Starting bell
Finish clock
Measuring tapesqty 2
Mooring linesqty 12
Scaffoldsqty 2
Gangwaysqty 2
Rubber bootsqty 8
Rain ponchosqty 20
Shade clothsqty 4
Stage cupsqty 3
Medalsqty 40
Prizesqty 12

Lighting

LED work lightsqty 8
String lightsqty 6

Decorations

Bannersqty 12
Beach flagsqty 8
Directional signsqty 14
Information boardsqty 8
Start and finish bannersqty 2
Name badgesqty 80
Wristbandsqty 250
Pensqty 30

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Cooling matsqty 8
Thermos flasksqty 6
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Mop setsqty 3
Bucketsqty 6
Broom setsqty 4
Hand broomsqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Start with the water and beach arrangements. Secure the location, notify the water manager and arrange lifeguard cover before publishing a date or accepting registrations.
Write the safety plan and competition rules early enough to send them with the participant information. Include the course, start and finish zones, weather procedure and who can stop the race.
Set a registration deadline that leaves time to process entries, assign start numbers and collect dietary requirements. Send the final participant information at least 3 days before race day.
Give every volunteer one defined position and a named backup. Use walkie-talkies for key posts, and keep a megaphone available for instructions at the beach and start area.
Check power, timing and communications before participants arrive. Test stopwatches, laptops, printers, extension cords and power banks, and keep spare paddles ready with the rowing boats and oars.

Frequently asked questions

How early should I start organising a coastal rowing race?: Start planning at least 12 weeks before race day. Permits, beach access, water management, insurance and lifeguard availability can take several weeks to confirm, so handle these before promotion and registration.
When should coastal rowing race registration close?: Close registration 7 to 10 days before the race. That gives you time to process entries, assign bib numbers, check participant insurance and send final instructions without changing the start list at the last minute.
How many volunteers do I need for a coastal rowing race?: Plan for at least 1 volunteer per key position, plus 2 to 3 floaters for changes, arrivals and breaks. Assign roles before race week and send each person their location, shift time and radio contact.
When should I check the weather for a coastal rowing race?: Check the forecast 7 days before the event, then again 48 hours and 3 hours before the first start. Use those checks to confirm the course and safety plan, and communicate any change before participants travel.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.