How to organise a dragon boat festival

A dragon boat festival needs two plans running together: the races on the water and the event around them. Start by securing the date, venue and boats, then confirm the route, permits and safety arrangements before inviting teams. Once registrations open, build the timetable, assign volunteers and collect dietary requirements. In the final week, send practical participant information, check the forecast and verify every item needed for the start area, finish area and festival site.

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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

1
Confirm date and location
2 people
2
Reserve dragon boats
3
Determine the water route and starting line
3 people
4
Prepare safety plan
3 people
5
Arrange permits and notifications
2 people
6
Invite participating teams
2 people
7
Send invitations
2 people
8
Open the registration form
9
Recruit volunteers
2 people
10
Approach sponsors
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Create team assignments
2 people
14
Draw up the match schedule
2 people
15
Assign start numbers
16
Create the volunteer schedule
2 people
17
Confirm toilet reservation
18
Confirm waste container reservation
19
Order prizes and medals
20
Design route signs
21
Make competition forms
22
Send participant information
2 people
23
Check the weather forecast
24
Create final participant list
2 people
25
Check the shopping list
2 people
26
Do the shopping
3 people
27
Check drinks and refrigeration
2 people
28
Print race numbers and forms
29
Sort materials by mail
3 people
30
Pack prizes and medals
2 people
31
Clear the site
4 people
32
Build party tents
6 people
33
Set up tables and chairs
5 people
34
Set up the registration table
2 people
35
Set up catering point
4 people
36
Chill drinks
3 people
37
Prepare snacks
4 people
38
Prepare barbecue
3 people
39
Hang decorations
3 people
40
Place route signs
3 people
41
Lay out the race buoys
4 people
42
Launch the dragon boats
6 people
43
Prepare paddles and life jackets
3 people
44
Check safety equipment
3 people
45
Test sound system
2 people
46
Brief volunteers
4 people

Event

47
Open team registration
3 people
48
Hand out participant wristbands
2 people
49
Hand out life jackets
3 people
50
Announce the opening
51
Give safety instructions
3 people
52
Guide teams to the dock
4 people
53
Supervise preliminary round one
8 people
54
Guide the second preliminary round
8 people
55
Record split times
2 people
56
Refill drinks
3 people
57
Serve snacks
3 people
58
Light the barbecue
2 people
59
Serve barbecue dishes
5 people
60
Announce finalists
61
Lead the final
8 people
62
Keep the audience at a safe distance
3 people
63
Provide music and announcements
64
Empty trash bins
2 people
65
Collect life jackets
3 people
66
Handle prize ceremony
3 people
67
Announce farewell and closing

Aftercare

68
Take dragon boats out of the water
6 people
69
Gather paddles and buoys
4 people
70
Catering breakdown
4 people
71
Wash dishes
3 people
72
Clear tables and chairs
5 people
73
Remove decorations
3 people
74
Dismantle the sound system
2 people
75
Collect waste
4 people
76
Clean the grounds
5 people
77
Inventory materials
2 people
78
Return rental items
3 people
79
Store leftover stock
2 people
80
Report damaged materials
81
Collect lost and found items
82
Hand over the site
2 people

What to bring

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

Sports equipment

Dragon boatsqty 3
Paddlesqty 60
Spare paddlesqty 10
Adult life jacketsqty 70
Children's life jacketsqty 15
Start and finish buoysqty 8
Barrier buoysqty 12
Rope rollsqty 4
Life ringsqty 4
Throwing hooksqty 4
Stopwatchesqty 4
Whistlesqty 8
Bib numbersqty 12
Team flagsqty 12

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 6
Folding chairsqty 80
Bar matsqty 2
Clothes racksqty 4
Stage sectionsqty 2

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Megaphonesqty 2
Walkie-talkiesqty 8
Punch clocksqty 2

Kitchen

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 12
Serving utensilsqty 12

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Water jugsqty 12

Decorations

Buntingqty 12
Dutch flagsqty 6
Balloon archesqty 2
Directional signsqty 14
Directional signsqty 10
Tableclothsqty 16
Name badgesqty 180

Lighting

LED string lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Glovesqty 12

Catering

First aid kitsqty 2
Ice packsqty 24
Trophiesqty 3
Medalsqty 40
Vouchersqty 200
Groceries

Tips

Confirm the water route and starting line before publishing invitations. Include the finish point, barrier buoys and any access restrictions so teams know what the race involves.
Build the safety plan before registration opens. Decide who monitors the course, where life rings and throwing hooks are kept, and how walkie-talkies and whistles are used during an incident.
Set a registration deadline that leaves at least 7 days to create team assignments, draw up the match schedule and assign start numbers. Collect dietary requirements at the same time rather than chasing them later.
Give volunteers fixed shifts with a named area and handover time. Cover registration, the start and finish, water safety, participant guidance, catering and waste checks instead of relying on people to find a job on the day.
Do the final equipment and site check 1 to 2 days before the festival. Test the sound system and microphones, confirm toilets and waste containers, and check that spare paddles, child and adult life jackets, power supplies and route signs are ready.

Frequently asked questions

How far in advance should I organise a dragon boat festival?: Start at least 8 to 12 weeks before the event. Reserve the dragon boats and location first, then allow time for permits, safety planning, team registration and volunteer recruitment.
How many volunteers do I need for a dragon boat festival?: Use at least one volunteer for each separate operational role, with extra cover during registration and race changes. Finalise the volunteer schedule about 7 days before the event, once the participant list and timetable are stable.
When should teams register for a dragon boat festival?: Close registration at least 7 days before race day. That gives you time to check entries, create team assignments, prepare the match schedule, assign bib numbers and send participant information.
What should I check the day before a dragon boat festival?: Check the weather forecast, final participant list, race documents, route signs and volunteer contacts 1 day before. Also confirm the toilet and waste container reservations and inspect the boats, paddles, life jackets, buoys and communication equipment.

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.