Foil race checklist: organise the event in the right order

A foil race needs more than a course and a start line. You need a confirmed venue, a safety boat, clear rules, reliable timing and a weather decision before participants arrive. This checklist takes you from defining the competition format through registration, equipment checks and race-day setup. Use the participant numbers to size catering, bib numbers, life jackets and start groups, then leave time to test radios, stopwatches and the signal system before the first race.

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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

Define the competition concept
2 people
Confirm the competition venue
Check permits
Reserve a safety boat
Arrange timekeeping
Draw up competition rules
2 people
Design the race route
2 people
Assign starter groups
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check participant list
Assign start numbers
2 people
Send briefing to participants
Monitor the weather forecast
Order catering
Order prizes and medals
Print the safety plan
Check weather scenario
2 people
Do the shopping
2 people
Collect materials
3 people
Charge electronics
Prepare race numbers
2 people
Set up the tables and tent
4 people
Set up registration desk
2 people
Set up catering
3 people
Check the course buoys
3 people
Set out the course
4 people
Check the safety boat
2 people
Test VHF radio connection
2 people
Test timekeeping
2 people
Prepare briefing materials

Event

Receive participants
3 people
Check registrations
2 people
Hand out race numbers
2 people
Carry out materials check
3 people
Give the safety briefing
2 people
Give the competition briefing
2 people
Clear the starting area
3 people
Start the first race
4 people
Register laps
3 people
Monitor safety on the water
4 people
Update interim results
2 people
Refill drinks
2 people
Serve snacks
2 people
Start the second race
4 people
Record the finishing order
3 people
Check results
2 people
Serve dinner
4 people
Announce the winners
2 people
Present prizes
3 people
Lead the informal closing
2 people
Check out the last participants
2 people

Aftercare

Collect course buoys
4 people
Disassemble safety boat
2 people
Take down tables and tent
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
3 people
Publish results
Thank participants
Inventory materials
2 people
Return rental items
2 people
Archive recordings and files
Record damage and missing items

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 40
Tableclothsqty 8
Waste binsqty 6

Equipment

Safety boat
Outboard motor
Walkie-Talkiesqty 4
Spare batteriesqty 6
Megaphonesqty 2
Laptop
Printer
Stopwatchesqty 4
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Competition buoysqty 12
Anchor weightsqty 12
Anchor linesqty 12
Start Line
Finish line
Wind vane
Start flagsqty 6
Signal hornqty 2
Bib numbersqty 60
Life jacketsqty 12
Throw linesqty 4
Floating throwing ringsqty 4
Paddlesqty 2
Spare linesqty 6
Towelsqty 20
Waterproof storage boxesqty 6
Waterproof notebooksqty 4
Pencil setsqty 4
Binocularsqty 2

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving traysqty 8
Pouring jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice packsqty 24
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Serving spoonsqty 6
Food containersqty 12
Food warmersqty 4
Kettleqty 2
Coffee machinesqty 2

Lighting

LED string lightsqty 4
Outdoor lightsqty 4

Decorations

Competition bannersqty 4
Directional signsqty 8
Prize table sign

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 4
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the race. Use the final participant list to assign start numbers, groups, dietary information and the quantity of catering you need.
Confirm the safety boat, outboard motor, qualified crew and fuel no later than 14 days before the event. Keep spare batteries, walkie-talkies, throw lines and floating throwing rings ready for the safety team.
Publish the race rules and route with the participant briefing at least 3 days in advance. Include the start sequence, buoy layout, finish procedure, signals and what happens if the weather changes.
Create a weather decision point 24 hours before the start and check the forecast again on race morning. Write down the go, delay or cancellation scenario so the starter, safety boat crew and participants receive the same instruction.
Set up the tent, tables, start and finish lines, buoys and timing station at least 90 minutes before the first start. Charge electronics beforehand, connect power banks where needed and test every stopwatch, megaphone and radio before participants check in.

Frequently asked questions

How far in advance should I organise a foil race?: Allow at least 4 weeks for a small foil race. That gives you time to confirm the venue, check permits, reserve a safety boat, open registration and order prizes. Set the final participant deadline 7 days before race day.
How many safety boats do I need for a foil race?: Plan for at least 1 dedicated safety boat for a small, clearly bounded course, with a trained crew and working outboard motor. Larger fields or wider routes may require additional cover; confirm the requirement with the venue and local safety rules before publishing the route.
When should participants receive the foil race briefing?: Send the full briefing at least 3 days before the race, then repeat the essential safety and start instructions on site. Allow 15 minutes for an in-person briefing before the first group starts.
How early should I arrive to set up a foil race?: Arrive at least 2 hours before the first start. Use the first 90 minutes for the tent, tables, course markers, start and finish lines and registration desk, then reserve 30 minutes to test timing, radios, signals and the weather plan.

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.