Dragon boat festival checklist: what to arrange and when

A dragon boat festival needs more than boats and teams. You must coordinate the water route, permits, safety equipment, registrations, race schedule, volunteers and facilities in the right order. Start with the date, location and boat reservation, then build the event around confirmed teams and water conditions. This checklist helps you track the details that are easy to leave until the final week, including life jackets, route markers, toilets, waste collection, team information and clear roles on race 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
Reserve dragon boats
Determine the water route and starting line
3 people
Prepare safety plan
3 people
Arrange permits and notifications
2 people
Invite participating teams
2 people
Send invitations
2 people
Open the registration form
Recruit volunteers
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Create team assignments
2 people
Draw up the match schedule
2 people
Assign start numbers
Create the volunteer schedule
2 people
Confirm toilet reservation
Confirm waste container reservation
Order prizes and medals
Design route signs
Make competition forms
Send participant information
2 people
Check the weather forecast
Create final participant list
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check drinks and refrigeration
2 people
Print race numbers and forms
Sort materials by mail
3 people
Pack prizes and medals
2 people
Clear the site
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up the registration table
2 people
Set up catering point
4 people
Chill drinks
3 people
Prepare snacks
4 people
Prepare barbecue
3 people
Hang decorations
3 people
Place route signs
3 people
Lay out the race buoys
4 people
Launch the dragon boats
6 people
Prepare paddles and life jackets
3 people
Check safety equipment
3 people
Test sound system
2 people
Brief volunteers
4 people

Event

Open team registration
3 people
Hand out participant wristbands
2 people
Hand out life jackets
3 people
Announce the opening
Give safety instructions
3 people
Guide teams to the dock
4 people
Supervise preliminary round one
8 people
Guide the second preliminary round
8 people
Record split times
2 people
Refill drinks
3 people
Serve snacks
3 people
Light the barbecue
2 people
Serve barbecue dishes
5 people
Announce finalists
Lead the final
8 people
Keep the audience at a safe distance
3 people
Provide music and announcements
Empty trash bins
2 people
Collect life jackets
3 people
Handle prize ceremony
3 people
Announce farewell and closing

Aftercare

Take dragon boats out of the water
6 people
Gather paddles and buoys
4 people
Catering breakdown
4 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Dismantle the sound system
2 people
Collect waste
4 people
Clean the grounds
5 people
Inventory materials
2 people
Return rental items
3 people
Store leftover stock
2 people
Report damaged materials
Collect lost and found items
Hand over the site
2 people

What to bring

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

Sports equipment

Dragon boatsqty 3
Paddlesqty 60
Spare paddlesqty 10
Adult life jacketsqty 70
Children's life jacketsqty 15
Start and finish buoysqty 8
Barrier buoysqty 12
Rope rollsqty 4
Life ringsqty 4
Throwing hooksqty 4
Stopwatchesqty 4
Whistlesqty 8
Bib numbersqty 12
Team flagsqty 12

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 6
Folding chairsqty 80
Bar matsqty 2
Clothes racksqty 4
Stage sectionsqty 2

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Megaphonesqty 2
Walkie-talkiesqty 8
Punch clocksqty 2

Kitchen

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 12
Serving utensilsqty 12

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Water jugsqty 12

Decorations

Buntingqty 12
Dutch flagsqty 6
Balloon archesqty 2
Directional signsqty 14
Directional signsqty 10
Tableclothsqty 16
Name badgesqty 180

Lighting

LED string lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Glovesqty 12

Catering

First aid kitsqty 2
Ice packsqty 24
Trophiesqty 3
Medalsqty 40
Vouchersqty 200
Groceries

Tips

Confirm the water route, starting line and finish before publishing invitations. This determines your safety plan, barrier buoys, start and finish buoys, signage and the positions of officials.
Set a registration deadline at least 2–3 weeks before the festival. You need time to process entries, collect dietary requirements, assign teams, issue bib numbers and create a workable match schedule.
Recruit volunteers before the final schedule is sent to teams. Assign specific roles for the start and finish, safety, check-in, route monitoring, food service and information, then give each group a radio or another agreed communication method.
Check facilities and infrastructure at least 1 week before race day. Confirm the toilet and waste-container reservations, test the sound system and microphones, and check that extension cords and power strips can reach the required areas safely.
Send participant information several days before the event, including arrival time, team assignment, start number, route instructions, safety rules and what to bring. Check the weather forecast again on the day before and use the final participant list for check-in.

Frequently asked questions

How far in advance should I plan a dragon boat festival?: Start planning at least 8–12 weeks ahead. Reserve the dragon boats and location first, then allow time for permits, safety planning, team invitations, registrations, volunteer recruitment and equipment checks.
How many volunteers do I need for a dragon boat festival?: Plan separate volunteers for registration, race starts, finishes, water safety, route monitoring, catering, waste and general information. Confirm the full roster at least 1 week before the event so every post has cover during breaks.
When should dragon boat festival registrations close?: Close registrations around 2–3 weeks before the festival. That gives you enough time to confirm the participant list, collect dietary requirements, create team assignments, draw up the match schedule and send final information.
What safety equipment is needed for a dragon boat festival?: Prepare adult and children's life jackets, spare paddles, life rings, throwing hooks, whistles and clearly marked start, finish and barrier buoys. Finalise the safety plan before invitations go out and brief volunteers before the first race.

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.