Dragon boat race checklist: what to arrange and when

A dragon boat race needs more than boats and paddles. You must coordinate permits, waterway notifications, safety cover, team registrations, volunteers, race rules, and a clear timetable before people arrive. This checklist takes you from confirming the date and venue to printing boat lists, checking the forecast, setting up barriers, and preparing refreshments. Use it to keep decisions in the right order and avoid discovering missing safety equipment or unclear team assignments 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
Arrange permits and notifications
2 people
Inform the water manager
Prepare safety plan
3 people
Reserve dragon boats
Reserve a safety boat
Assign supervisors
2 people
Arrange first aid staffing
Recruit volunteers
2 people
Draw up competition rules
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create team assignments
2 people
Send participant information
2 people
Check the weather forecast
Print the match schedule
Print team and boat lists
Do the shopping
3 people
Chill drinks
2 people
Collect materials
3 people
Check route to venue
Inspect the site
3 people
Put up barriers
3 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Connect sound equipment
2 people
Mark the competition area
4 people
Check boats and paddles
3 people
Prepare rescue equipment
3 people
Prepare first aid supplies

Event

Staff the registration desk
3 people
Receive participants
4 people
Distribute team numbers
2 people
Give safety instructions
3 people
Guide teams to the boats
6 people
Guide the start of the first race
8 people
Record intermediate results
2 people
Let teams exit safely
6 people
Refill drinks
2 people
Serve snacks and lunch
4 people
Provide coffee and tea
2 people
Empty trash bins
2 people
Inform the audience
2 people
Supervise final race
8 people
Check the winners' results
2 people
Present prizes
2 people
Serve evening catering
4 people
Turn on lighting
2 people
Escort the last visitors
2 people

Aftercare

Take boats out of the water
5 people
Gather competition materials
4 people
Clean up catering
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the grounds
5 people
Fold tables and chairs
4 people
Take down party tents
5 people
Switch off equipment
2 people
Return materials
3 people
Return rental items
2 people
Process lost and found items
Share photos and results

What to bring

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

Sports equipment

Dragon boatsqty 4
Backup boat
Paddlesqty 48
Spare paddlesqty 8
Life jacketsqty 60
Life ringsqty 6
Competition buoysqty 24
Mooring linesqty 8
Start flagsqty 4
Finish flag
Stopwatchesqty 4
Whistlesqty 8
Waterproof walkie-talkiesqty 8
Waterproof storage binsqty 6

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 60
Registration desk
Stage sectionsqty 4
Waste binsqty 8

Equipment

Megaphonesqty 2
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Power generator

Lighting

LED construction lightsqty 6
String lightsqty 6
Flashlightsqty 8

Decorations

Team flagsqty 12
Bannersqty 8
Directional signsqty 12
Bib numbersqty 60
Medal ribbonsqty 60
Winner's cupsqty 3

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Food warmersqty 4
Gas burnersqty 2
Gas cylindersqty 2

Cleaning

Trash bagsqty 80
Cleaning clothsqty 20
Dish brushesqty 4
Bucketsqty 4
Broom setsqty 3
Foldable mopsqty 3
Paper towelsqty 12

Catering

Groceries

Tips

Start with the water and permissions before inviting teams. Confirm the venue, notify the water manager, arrange permits, and reserve both the dragon boats and a safety boat before opening registration.
Write the safety plan around the actual course, not just the event site. Assign supervisors, first-aid staff, boat crews, and communication roles, and check that life jackets, life rings, spare paddles, and waterproof walkie-talkies are ready.
Close registration early enough to build workable teams and boat lists. Send participant information after assignments are confirmed, including arrival instructions, race rules, dietary information, and what happens if weather disrupts the programme.
Prepare race control materials in advance. Print the match schedule, team and boat lists, and check that competition buoys, mooring lines, start and finish flags, stopwatches, and whistles are together in waterproof storage bins.
Treat the venue setup as a timed operation. Inspect the route, put up barriers, build party tents, position the registration desk and waste bins, and test the generator, cable reels, speakers, microphone, and lighting before the first teams arrive.

Frequently asked questions

How far in advance should I organise a dragon boat race?: Start planning at least 8 to 12 weeks before race day. Secure the venue, permits, waterway notifications, boats, safety boat, first-aid cover, and volunteer team first; registrations and team assignments can follow once those essentials are confirmed.
How many boats do I need for a dragon boat race?: The number depends on your race format and the number of registered teams. Reserve enough boats for the planned heats, plus a backup boat if possible, and create the schedule only after you know how many teams can race in each heat.
What safety equipment is needed for a dragon boat race?: Plan for life jackets, life rings, spare paddles, a safety boat, whistles, waterproof walkie-talkies, and a written safety plan. Assign supervisors and first-aid staff before race day, then inspect the equipment and course during the final venue check.
When should I check the weather for a dragon boat race?: Check the forecast 72 hours before the event and again on the morning itself. Use the safety plan and your water manager’s guidance to decide whether conditions allow racing, and tell teams promptly if the schedule or venue arrangements change.

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.