Dragon Boat Festival Checklist

A dragon boat festival needs more than boats and teams. You must coordinate permits, water safety, rescue cover, race logistics, volunteers, food and clear communication in the right order. Start with the site and safety plan, then open team registration and build the race schedule once entries are known. Use this checklist to keep equipment, staffing and participant information aligned from the first planning meeting through event day.

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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
Apply for permits
Prepare a water safety plan
2 people
Reserve dragon boats
Define the competition format
2 people
Determine the start and finish area
2 people
Arrange rescue service
Arrange first aid staffing
Send invitations
2 people
Recruit teams
3 people
Open the registration form
Approach sponsors
2 people
Check permits
Process registrations
2 people
Collect dietary requirements
Create team assignments
2 people
Publish the match schedule
Brief volunteers
3 people
Order catering
2 people
Test music and microphone
2 people
Check the weather forecast
Send participant confirmations
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Check materials
3 people
Cordon off the area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the catering buffet
4 people
Connect power and lighting
2 people
Set up sound system
2 people
Hang decorations
3 people
Launch the dragon boats
6 people
Prepare paddles and life jackets
3 people
Place lane markers
4 people
Mark the start and finish lines
2 people
Conduct a safety check
3 people
Staff volunteer stations
8 people

Event

Register participants
4 people
Hand out race numbers
2 people
Give the teams a safety briefing
3 people
Announce the opening
Guide teams to the boats
4 people
Guide the first races
8 people
Record intermediate results
2 people
Refill drinks
3 people
Serve snacks
4 people
Inform the audience
2 people
Oversee the Second Races
8 people
Restock break snacks
2 people
Announce finalists
Lead the final
8 people
Serve the barbecue buffet
5 people
Set out prizes
2 people
Honor the winners
3 people
Provide music
Turn on evening lighting
Serve the last round
3 people
Announce the farewell
Escort participants to the exit
3 people

Aftercare

Take boats out of the water
6 people
Turn off the sound system
2 people
Store food safely
3 people
Collect waste
5 people
Clean the grounds
5 people
Wash dishes
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove lane markings
3 people
Clean materials
3 people
Inventory materials
2 people
Return rental items
2 people
Clear away leftover stock
2 people
Process lost and found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 120
Buffet tablesqty 4
Waste binsqty 10
Crowd barriersqty 30
Tableclothsqty 12
Parasolsqty 4

Sports equipment

Dragon boatsqty 2
Backup boat
Paddlesqty 50
Life jacketsqty 60
Dragon drumsqty 2
Start flagsqty 4
Lane buoysqty 20
Field linesqty 8
Stopwatchqty 4
Megaphonesqty 3
Bib numbersqty 150
Medal ribbonsqty 30
Trophiesqty 3

Safety

Life ringsqty 6
Throw linesqty 6
Emergency blanketsqty 10
First aid kitsqty 2
Safety vestsqty 12
Waterproof flashlightsqty 6
Warning signsqty 8
Non-slip matsqty 10

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 8
Food warmersqty 4
Barbecuesqty 3
Gas cylindersqty 3
Cash register
Payment terminalqty 2
Notice boardsqty 3
Whiteboard

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Glass pitchersqty 12
Serving traysqty 12
Serving spoonsqty 12
Pliersqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Ice packsqty 30
Thermos flasksqty 6
Kettleqty 2
Handwash sinksqty 3
Food containersqty 20

Decorations

Buntingqty 12
Dragon bannersqty 6
Table décorqty 12
Route signsqty 10
Program postersqty 20

Lighting

LED light stringsqty 8
LED lampsqty 10
Battery lanternsqty 8

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cratesqty 2
Drying racksqty 2

Other

Rental formsqty 150
Pensqty 30
Wristbandsqty 150
Waterproof markersqty 12
Duct tapeqty 6
Cable tiesqty 200
Ropeqty 4
Cable tiesqty 100

Catering

Groceries

Tips

Secure the date, location and permits before inviting teams. Water access, launching arrangements, crowd areas and amplified sound may each require separate approval, so allow several weeks for checks and revisions.
Build the water safety plan before finalising the race format. Confirm rescue cover, first-aid staffing, life jackets, throw lines, life rings and a backup boat, then match the plan to the number of lanes and competitors.
Open registration early enough to collect team names, contact details and dietary requirements. Close entries before publishing assignments, because late changes affect the heats, bib numbers, paddles and volunteer briefings.
Publish the schedule with clear arrival, briefing, race and prize-giving times. Tell teams where to check in and keep a megaphone or sound system ready for changes caused by weather, delays or safety decisions.
Prepare the site as a working waterfront, not just a spectator area. Put non-slip mats near wet access points, keep warning signs and crowd barriers visible, and set up shaded seating, waste bins, drinks and snacks before teams arrive.

Frequently asked questions

How far in advance should I plan a dragon boat festival?: Start at least 12 to 16 weeks ahead. Use the first few weeks to confirm the location, permits, boats and safety cover; open registration once those essentials are realistic.
How many dragon boats do I need for a festival?: The number depends on your race format and how many teams enter. Plan the required boats for each heat and reserve one backup boat so a mechanical or safety issue does not stop the programme.
When should dragon boat festival registration close?: Close registration about 2 to 3 weeks before the event. That gives you time to process entries, collect dietary requirements, assign teams and publish a workable match schedule.
What safety staff does a dragon boat festival need?: Arrange dedicated water rescue cover and first-aid staffing before registration opens. The final number depends on the site, course and local requirements, so confirm it in the water safety plan and permit checks.

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.