How to organise a body surfing competition
A body surfing competition needs more than a start and finish line. Set the format first, then secure the beach, permits, safety team and tide window before opening registration. Your rules, judging criteria and weather plan should be written before invitations go out. On the day, participants need clear group assignments, visible race numbers, reliable communication and a safety setup that works in wet conditions.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the competition format
2 people
- 2
Confirm competition date
2 people
- 3
Reserve beach location
- 4
Apply for permits
- 5
Prepare safety plan
2 people
- 6
Check the tides
- 7
Determine the weather scenario
2 people
- 8
Write out the competition rules
2 people
- 9
Record the judging criteria
3 people
- 10
Approach jury members
- 11
Assign the safety team
2 people
- 12
Book host
- 13
Book photographer
- 14
Create registration form
- 15
Send invitations
2 people
- 16
Distribute promotional poster
2 people
- 17
Process registrations
- 18
Collect dietary requirements
- 19
Check participant details
2 people
- 20
Assign starter groups
2 people
- 21
Publish the schedule
- 22
Send participant letter
- 23
Collect consent forms
- 24
Print race numbers
- 25
Print certificates
- 26
Checking prizes
- 27
Inventory materials
2 people
- 28
Check the shopping list
2 people
- 29
Do the shopping
2 people
- 30
Fill coolers
2 people
- 31
Load materials
3 people
- 32
Check the weather forecast again
- 33
Give the safety briefing
8 people
- 34
Inspect competition area
3 people
- 35
Mark off the competition area
4 people
- 36
Set up tents
4 people
- 37
Set up tables and chairs
4 people
- 38
Set up registration desk
2 people
- 39
Set up judges' table
2 people
- 40
Set up the first aid station
2 people
- 41
Connect the sound system
2 people
- 42
Test the PA system
2 people
- 43
Put out buoys
3 people
- 44
Chill drinks
2 people
- 45
Set out snacks
2 people
Event
- 46
Handle registrations
3 people
- 47
Hand out participant wristbands
2 people
- 48
Welcome the audience
2 people
- 49
Explain the competition rules
- 50
Lead the warm-up round
4 people
- 51
Guide the first competition round
8 people
- 52
Record scores
3 people
- 53
Refill drinks
2 people
- 54
Serve snacks
2 people
- 55
Lead the second round of the competition
8 people
- 56
Guide the third competition round
8 people
- 57
Announce finalists
- 58
Lead the final
8 people
- 59
Check the final results
3 people
- 60
Carry out award ceremony
3 people
- 61
Take group photo
2 people
- 62
See the crowd off
2 people
Aftercare
- 63
Collect waste
4 people
- 64
Remove buoys from the water
3 people
- 65
Dismantle the sound system
2 people
- 66
Take down tents
4 people
- 67
Clear tables and chairs
4 people
- 68
Wash dishes
2 people
- 69
Clean the venue
4 people
- 70
Dry materials
2 people
- 71
Inventory materials
2 people
- 72
Return borrowed items
2 people
- 73
Send photos to participants
- 74
Publish the results
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 8
- Folding chairsqty 40
- Judges' table
- Registration desk
- High tablesqty 4
- Tableclothsqty 10
Sports equipment
- Competition buoysqty 6
- Mooring linesqty 6
- Life ringsqty 4
- Life jacketsqty 8
- Whistlesqty 8
- Competition bibsqty 30
- Start flagsqty 2
- Finish flag
- Stopwatchqty 4
- Waterproof scoreboardsqty 2
- Scoreboard markersqty 12
- Waterproof clipboardsqty 6
- Waterproof scorecardsqty 100
- Bib numbersqty 80
- Wristbandsqty 100
- Hand truckqty 2
Safety
- First aid kitqty 2
- AED
- Emergency blanketsqty 10
- Emergency blanketsqty 4
- Flashlightsqty 6
- Walkie-talkiesqty 8
- Safety vestsqty 12
- Barrier tapeqty 6
- Traffic conesqty 12
Equipment
- Battery speakerqty 2
- Wireless microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Power banksqty 6
- Megaphonesqty 2
Lighting
- LED lampsqty 8
- Battery lampsqty 6
- String lightsqty 4
Tableware
- Reusable cupsqty 150
- Reusable platesqty 100
- Reusable cutleryqty 120
- Coffee cupsqty 60
- Water jugsqty 8
- Serving traysqty 8
Kitchen
- Coolersqty 8
- Thermos flasksqty 4
- Cutting boardsqty 4
- Bread knivesqty 4
- Kitchen knivesqty 4
- Serving tongsqty 8
- Ice packsqty 30
Decorations
- Competition postersqty 12
- Directional signsqty 10
- Stage ribbon
- Table décorqty 8
Catering
- Groceries
Tips
- Choose the competition format before confirming the date. Then check the tide schedule and allow enough time for registration, safety briefing, heats and changing weather conditions.
- Apply for beach permits early and include your safety plan. Check whether the organiser must provide lifeguards, first aid, an AED or specific water-marking equipment.
- Write the rules and judging criteria in plain language before registration opens. Send them with the participant letter so competitors know how heats, scores, finishes and disputes will be handled.
- Build the schedule around starter groups rather than individual names alone. Publish each group and its check-in time early, then keep spare time between heats for changing surf conditions.
- Prepare for wet, windy paperwork: use waterproof scorecards, clipboards and scoreboards, and give judges a clear table position. Keep walkie-talkies, whistles, safety vests and first-aid equipment accessible to the safety team, not at the registration desk.
Frequently asked questions
- How far in advance should I organise a body surfing competition?
- Start planning at least 8 to 12 weeks before the event. This gives you time to reserve the beach, apply for permits, recruit the jury and safety team, open registration and prepare a weather backup plan.
- How do I choose the date for a body surfing competition?
- Compare the beach’s tide times with the planned competition window before confirming the date. Allow at least 60 minutes before the first heat for setup, registration and the safety briefing.
- What safety equipment is needed for a body surfing competition?
- Plan a clearly marked course with competition buoys and mooring lines, plus life rings, whistles, walkie-talkies and safety vests. Keep a first aid kit, AED and emergency blankets ready at the safety point throughout the event.
- When should participants receive the schedule and consent forms?
- Send the participant letter, rules, schedule and consent-form deadline at least 7 days before the competition. Print race numbers and assign starter groups only after participant details and completed consent forms have been checked.
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