Company rowing regatta checklist

A company rowing regatta needs more than boats and a start line. You have to secure the rowing club, safety cover, permits, insurance, catering and enough volunteers before entries open. This checklist takes you from choosing the race format to printing race numbers and the final schedule. Use it to keep registrations, team assignments and race-day logistics on track without leaving essential details until the last week.

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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

Confirm date and location
2 people
Define the competition format
3 people
Check permits
2 people
Check insurance
Confirm the rowing club
2 people
Reserve boats
2 people
Reserve lifeboats
2 people
Book catering
2 people
Send invitations
2 people
Open the registration form
Approach sponsors
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Assign teams
3 people
Create the starting lineup
2 people
Send participant information
2 people
Recruit volunteers
2 people
Confirm judges
Confirm the first aid team
Develop safety plan
3 people
Check the weather forecast
Create final participant list
2 people
Print race numbers
Print the match schedule
Sort prizes and medals
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
4 people
Check boats and oars
3 people
Inspect the site
2 people
Mark the start and finish area
4 people
Set out buoy line
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Build the catering buffet
4 people
Connect the sound system
2 people
Prepare competition materials
2 people
Check safety equipment
3 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Serve coffee and tea
2 people
Give the safety briefing
3 people
Allocate boats
4 people
Lead the warm-up
2 people
Start first heat
5 people
Start the second heat
5 people
Start the third heat
5 people
Update interim results
2 people
Record finish results
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve the buffet
4 people
Empty trash bins
2 people
Announce the winners
2 people
Present prizes
3 people
Provide music
Serve the last round
3 people
See participants off
2 people

Aftercare

Take in the mooring line
4 people
Turn off the sound system
2 people
Collect tableware
3 people
Catering breakdown
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
4 people
Dispose of waste
2 people
Wash dishes
3 people
Clean the boats
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers refrigerated
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 80
Registration desk
Judges' table
Buffet tablesqty 4
Tableclothsqty 10

Sports equipment

Rowing boatsqty 8
Beltsqty 32
Spare paddlesqty 4
Bib numbersqty 40
Buoysqty 30
Buoy lineqty 400
Start flagsqty 2
Finish flagsqty 2
Stopwatchqty 4
Life boatsqty 2
Life jacketsqty 12
Competition bibsqty 40
Yoga and sports matsqty 12

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Handheld megaphone
Walkie-talkiesqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee spoonsqty 60
Serving spoonsqty 12
Pitcherqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Serving tongsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Bannersqty 6
Company logo signsqty 12
Balloon bundlesqty 8
Directional signsqty 12
Prize table sign

Lighting

LED string lightsqty 6
LED lanternsqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 2
Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the date and rowing club first, then confirm the competition format before booking boats or opening registration. The format determines how many crews, races and spare boats you need.
Treat safety arrangements as a separate workstream. Confirm lifeboats, life jackets, first aid cover, judges and the safety plan well before sending participant information.
Close registrations early enough to assign teams and create the starting lineup. Allow at least one week to check names, dietary requirements and last-minute withdrawals.
Order prizes and print race materials only after the final participant list is approved. Prepare race numbers, competition bibs and the match schedule together so the documents match.
Plan the bank and catering area as carefully as the water. Allow time to position tents, tables, chairs, registration furniture, buffet equipment, coolers and power connections before crews arrive.

Frequently asked questions

How far in advance should I organise a company rowing regatta?: Start planning at least 8 to 12 weeks ahead. Confirm the date, rowing club, boats, lifeboats, permits, insurance and catering before opening registration.
When should company rowing regatta registration close?: Close registration 7 to 10 days before race day. That gives you time to process entries, collect dietary requirements, assign teams and create the starting lineup.
How many volunteers are needed for a company rowing regatta?: Plan for at least 1 volunteer per key station, plus 2 to 4 floaters for changes and breaks. Typical stations include registration, boat handling, course support, catering and finish-line administration.
When should the final race schedule be sent to participants?: Send the final participant information and race schedule 3 to 5 days before the event. Print the final version only after the list, team assignments and start times have been checked.

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.