Dragon Boat Race Checklist

A dragon boat race needs more than boats and paddles. You must secure the water location, confirm permits and insurance, build a safety plan, and define how races will start and finish. After registrations open, assign teams, collect dietary requirements, recruit volunteers and publish start times. This checklist also covers race equipment, first aid, officials, catering, communications and the final shopping and setup checks so nothing critical is left until race morning.

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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

Reserve the water venue
Reserve dragon boats
Check permits
Check insurance
Prepare safety plan
2 people
Define the competition format
2 people
Determine the start and finish line
2 people
Draft participant terms and conditions
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Arrange first aid staffing
Record officiating
Book catering
Arrange music and microphone
Order prizes and medals
Create team assignments
2 people
Publish start times
Inspect the route and grounds
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare race numbers
2 people
Print the match schedule
Prepare participant information
2 people
Check first aid supplies
2 people
Check the weather forecast

Event

Cordon off the area
4 people
Launch the dragon boats
6 people
Mark out the race lanes
4 people
Build party tents
6 people
Set up tables and chairs
4 people
Set up the stage and sound system
3 people
Place information signs
2 people
Place safety buoys
3 people
Set up registration desk
2 people
Build the catering buffet
4 people
Set up the drinks buffet
2 people
Test sound system
2 people
Give the safety briefing
3 people
Register teams
4 people
Hand out race numbers
2 people
Guide participants to the boats
6 people
Host the opening
2 people
Support the first race
8 people
Guide the second race
8 people
Supervise third race
8 people
Serve break and lunch
5 people
Refill drinks
2 people
Guide the fourth race
8 people
Guide the semifinals
8 people
Lead the final
8 people
Check results
2 people
Present prizes
3 people
Serve dinner
5 people
Guide the audience to the exit
3 people
Catering breakdown
4 people
Take dragon boats out of the water
6 people
Collect waste
4 people
Leave the site clean
5 people
Take down the sound system
3 people

Aftercare

Inventory materials
2 people
Clean the boats and paddles
4 people
Return rented materials
3 people
Take waste to the collection point
2 people
Clean tableware and kitchen items
3 people
Walk the grounds
2 people
Collect lost property
2 people
Send results to teams
Share photos with participants
Handle equipment deposit

What to bring

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

Sports equipment

Dragon boatsqty 4
Paddlesqty 100
Spare paddlesqty 12
Seat boardsqty 4
Start flagsqty 2
Finish flagsqty 2
Competition whistlesqty 6
Stopwatchesqty 4
Waterproof scoreboardsqty 4
Competition bibsqty 100
Life ringsqty 8
Rescue linesqty 8
Adult life jacketsqty 120
Youth life jacketsqty 20
Waterproof walkie-talkiesqty 8
Paddle racksqty 4

Furniture

Party tentsqty 4
Foldable tablesqty 10
High tablesqty 6
Folding chairsqty 80
Registration desk
Buffet tablesqty 4
Waste binsqty 8
Clothes racksqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Mobile chargersqty 8
Waterproof phone casesqty 10

Lighting

LED string lightsqty 6
LED work lightsqty 4
Headlampsqty 10

Decorations

Banner flagsqty 6
Team flagsqty 16
Start arch
Race logo bannersqty 4
Directional signsqty 12
Chalkboardsqty 4

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 24
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 6

Cleaning

Hand pumpsqty 8
Cleaning bucketsqty 4
Washing-up tubsqty 4
Litter pickersqty 4
Broom setsqty 3
Mop setsqty 2
Microfiber clothsqty 20
Toilet paper holdersqty 4

Catering

Groceries

Safety

First aid kitsqty 3
Emergency blanketsqty 12
Emergency flashlightsqty 4
Crowd control barriersqty 20
Barrier tapeqty 8
Non-slip matsqty 12
Emergency blanketsqty 12

Administration

Registration formsqty 150
Participant waiversqty 150
Match schedulesqty 40
Bib numbersqty 20
Pensqty 30
Clipboardsqty 12
Waterproof document sleevesqty 30
Wristbandsqty 200
Medalsqty 60
Cupsqty 3
Certificatesqty 20

Tools

Cable tiesqty 200
Duct tapeqty 8
Ropeqty 200
Herringqty 60
Rubber malletsqty 4
Work glovesqty 12
Sawhorsesqty 12

Tips

Reserve the water location and dragon boats before opening registration. Confirm the course, launch access, changing areas and available power at least 8–12 weeks before the race.
Set the safety plan before teams arrive. Assign first-aid cover, check adult and youth life jackets, place life rings and rescue lines, and test waterproof radios before the first briefing.
Publish a clear competition format with start and finish lines, team numbers and race times. Print the match schedule and prepare race numbers at least 3 days before the event.
Recruit separate volunteers for registration, boat handling, timing, officiating, catering and waste. A practical starting point is 1 registration volunteer per 50 participants and at least 2 people assigned to timing each race.
Finish the operational checks the day before: chill drinks, inspect the route and grounds, test the microphone and speakers, charge power banks, and check that spare paddles and weather protection are ready.

Frequently asked questions

How far in advance should I plan a dragon boat race?: Start planning at least 8–12 weeks ahead. Water access, dragon boats, permits, insurance, safety cover and catering are the items most likely to limit your date.
How many volunteers do I need for a dragon boat race?: Plan for about 1 volunteer per 10–15 participants, with dedicated people for registration, safety, timing, officiating and catering. Add at least 2 timing officials and confirm first-aid cover separately.
What safety equipment is needed for a dragon boat race?: Prepare adult and youth life jackets, life rings, rescue lines, spare paddles and waterproof radios. Check every item before the event and brief all safety staff before boats launch.
When should I publish dragon boat race start times?: Publish start times once registrations and team assignments are stable, ideally 3–5 days before race day. Print a matching schedule and keep one waterproof copy at registration and one with the officials.

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.