Dragon Boat Race Checklist

A dragon boat race needs more than boats and teams. You must secure the water venue, permits and rescue cover early, then build the race format around the number of registered crews. This checklist takes you from first arrangements to race-day checks, including safety equipment, volunteer roles, participant information and a backup weather plan. Use the schedule to avoid late changes to team assignments, start and finish markers, medals and on-site communication.

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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

Apply for permits
Reserve the water venue
Arrange rescue service
Reserve dragon boats
Determine the start and finish line
2 people
Draw up competition rules
2 people
Develop safety plan
2 people
Recruit teams
3 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Confirm team assignments
2 people
Assign volunteers
2 people
Create the match schedule
2 people
Publish route and rules
Order prizes and medals
Print the run sheet
2 people
Send participant information
Check the weather forecast
Confirm backup weather plan
2 people
Check the boats and materials
3 people
Do the shopping
3 people
Collect prizes
Chill drinks
2 people
Assemble starter packs
3 people
Sort name badges
2 people
Inspect venue
3 people
Set up the stage and registration desk
4 people
Set up party tents
6 people
Set up tables and chairs
4 people
Set out the race buoys
4 people
Set up the start and finish buoys
4 people
Tie boats to the dock
6 people
Prepare safety equipment
3 people
Connect the sound system
2 people
Hang lighting
3 people
Set up the catering buffet
4 people
Prepare registration materials
2 people
Set up first aid table
2 people
Brief volunteers
3 people

Event

Hold a safety briefing
4 people
Receive participants
4 people
Register teams
3 people
Hand out starter packs
3 people
Hand out paddles and life jackets
4 people
Lead the warm-up
2 people
Present the opening briefing
2 people
Support the first race
6 people
Guide the second race
6 people
Supervise third race
6 people
Publish interim results
2 people
Refill drinks
3 people
Serve snacks
3 people
Restock the buffet
3 people
Empty trash bins
2 people
Inform the audience
2 people
Registering accidents
2 people
Guide the semifinals
6 people
Lead the final
6 people
Check the result
2 people
Handle prize ceremony
3 people
Make farewell announcement
Ensure participants leave safely
3 people

Aftercare

Take boats out of the water
6 people
Collect paddles and life jackets
4 people
Dismantle the sound system
2 people
Clean up catering
4 people
Dismantle furniture
5 people
Remove decorations
3 people
Collect the buoys and lines
4 people
Clean the grounds
6 people
Dispose of waste separately
3 people
Inventory materials
2 people
Return rental items
2 people
Wash dishes
3 people
Clean coolers
2 people
Hand over the venue
2 people
Thank participants

What to bring

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

Furniture

Party tentqty 4
Folding tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Registration deskqty 2
Waste binsqty 12
Stage sectionsqty 4

Sports equipment

Dragon boatsqty 4
Competition paddlesqty 80
Spare paddlesqty 12
Life jacketsqty 100
Dragon drumsqty 4
Start buoysqty 2
Competition buoysqty 12
Finish buoysqty 2
Mooring linesqty 16
Mooring linesqty 12
Paddle racksqty 4
Team bibsqty 100
Stopwatchesqty 6
Whistlesqty 8
Megaphonesqty 3
Waterproof scoreboardsqty 4
Cable reelsqty 4
Waterproof storage boxesqty 10
Life ringsqty 8
Throw linesqty 6
Waterproof walkie-talkiesqty 8
Emergency blanketsqty 20
First aid kitsqty 2
Cold packsqty 12
Nitrile glovesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 2
Speaker standsqty 4
Extension cordsqty 8
Power stripsqty 8
Power banksqty 8
Waterproof tabletsqty 2
Printer
Laptopsqty 2

Lighting

LED light stringsqty 8
LED work lightsqty 6
Outdoor extension cordsqty 6

Decorations

Buntingqty 8
Team flagsqty 16
Start and finish bannersqty 4
Directional signsqty 12
Prize tablecloth
Tableclothsqty 12
Team number signsqty 16

Tableware

Reusable drinking cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 100
Tea glassesqty 100
Serving spoonsqty 12
Small bowlsqty 20
Thermos flasksqty 6

Kitchen

Coolersqty 8
Ice packsqty 40
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4
Cooling matsqty 6

Cleaning

Hand broomsqty 4
Dustpan and brushqty 4
Floor squeegeesqty 2
Cleaning bucketsqty 4
Microfiber clothsqty 20
Washing-up bowlsqty 4
Mop setsqty 2
Hand soap dispensersqty 6
Toilet paper holdersqty 4

Catering

Groceries

Tips

Start with the water venue, permits and rescue service before inviting teams. Confirm access, launching arrangements and the required safety cover early enough to resolve restrictions before registration opens.
Set the race format only after you know how many crews are entering. Publish the route, competition rules and match schedule together so teams know their start time, lane or heat and reporting point.
Plan registration and team information for race day, not just online sign-up. Allow a staffed registration desk, team bibs, waterproof scoreboards and a printed run sheet for changes when phones or paper get wet.
Treat safety equipment as a separate check from the boats. Count life jackets, spare paddles, life rings, throw lines and emergency blankets, then test waterproof walkie-talkies and megaphones before crews arrive.
Set a firm weather decision deadline and communicate it to every team. Check the forecast again before the event, confirm the backup plan and keep participants informed if the route, timetable or cancellation decision changes.

Frequently asked questions

How far in advance should I organise a dragon boat race?: Start venue, permit and rescue-service arrangements at least 8 to 12 weeks before the race. Open team registration once those essentials are confirmed, leaving time to assign crews and publish the schedule.
How many dragon boats do I need for a race?: That depends on the number of teams racing at the same time and the number of heats. Decide how many crews each heat can safely accommodate, then reserve enough boats for the race format plus any agreed replacement or contingency arrangement.
When should I send dragon boat race information to participants?: Send the route, rules, timetable, meeting point and safety instructions at least 7 days before the event. Send a final update 24 to 48 hours beforehand with weather information and any changes to the backup plan.
What safety equipment is needed for a dragon boat race?: Prepare a life jacket for every participant, plus spare paddles, life rings, throw lines, emergency blankets and reliable communication equipment. Complete a boat and equipment check on the day before teams launch, not only during setup.

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.