How to organise a dragon boat race

Organising a dragon boat race starts with the water location, not the food or finish-line photos. Secure the venue and boats first, then confirm permits, insurance and a safety plan before inviting teams. Once registrations open, build the race format around the available boats, water space and launch schedule. The details that cause delays are usually practical: incomplete participant information, unclear team times, too few volunteers and equipment that is not ready at the shoreline.

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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
Reserve the water venue
2
Reserve dragon boats
3
Check permits
4
Check insurance
5
Prepare safety plan
2 people
6
Define the competition format
2 people
7
Determine the start and finish line
2 people
8
Draft participant terms and conditions
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Arrange first aid staffing
14
Record officiating
15
Book catering
16
Arrange music and microphone
17
Order prizes and medals
18
Create team assignments
2 people
19
Publish start times
20
Inspect the route and grounds
2 people
21
Check the shopping list
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare race numbers
2 people
25
Print the match schedule
26
Prepare participant information
2 people
27
Check first aid supplies
2 people
28
Check the weather forecast

Event

29
Cordon off the area
4 people
30
Launch the dragon boats
6 people
31
Mark out the race lanes
4 people
32
Build party tents
6 people
33
Set up tables and chairs
4 people
34
Set up the stage and sound system
3 people
35
Place information signs
2 people
36
Place safety buoys
3 people
37
Set up registration desk
2 people
38
Build the catering buffet
4 people
39
Set up the drinks buffet
2 people
40
Test sound system
2 people
41
Give the safety briefing
3 people
42
Register teams
4 people
43
Hand out race numbers
2 people
44
Guide participants to the boats
6 people
45
Host the opening
2 people
46
Support the first race
8 people
47
Guide the second race
8 people
48
Supervise third race
8 people
49
Serve break and lunch
5 people
50
Refill drinks
2 people
51
Guide the fourth race
8 people
52
Guide the semifinals
8 people
53
Lead the final
8 people
54
Check results
2 people
55
Present prizes
3 people
56
Serve dinner
5 people
57
Guide the audience to the exit
3 people
58
Catering breakdown
4 people
59
Take dragon boats out of the water
6 people
60
Collect waste
4 people
61
Leave the site clean
5 people
62
Take down the sound system
3 people

Aftercare

63
Inventory materials
2 people
64
Clean the boats and paddles
4 people
65
Return rented materials
3 people
66
Take waste to the collection point
2 people
67
Clean tableware and kitchen items
3 people
68
Walk the grounds
2 people
69
Collect lost property
2 people
70
Send results to teams
71
Share photos with participants
72
Handle equipment deposit

What to bring

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

Sports equipment

Dragon boatsqty 4
Paddlesqty 100
Spare paddlesqty 12
Seat boardsqty 4
Start flagsqty 2
Finish flagsqty 2
Competition whistlesqty 6
Stopwatchesqty 4
Waterproof scoreboardsqty 4
Competition bibsqty 100
Life ringsqty 8
Rescue linesqty 8
Adult life jacketsqty 120
Youth life jacketsqty 20
Waterproof walkie-talkiesqty 8
Paddle racksqty 4

Furniture

Party tentsqty 4
Foldable tablesqty 10
High tablesqty 6
Folding chairsqty 80
Registration desk
Buffet tablesqty 4
Waste binsqty 8
Clothes racksqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Mobile chargersqty 8
Waterproof phone casesqty 10

Lighting

LED string lightsqty 6
LED work lightsqty 4
Headlampsqty 10

Decorations

Banner flagsqty 6
Team flagsqty 16
Start arch
Race logo bannersqty 4
Directional signsqty 12
Chalkboardsqty 4

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 24
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 6

Cleaning

Hand pumpsqty 8
Cleaning bucketsqty 4
Washing-up tubsqty 4
Litter pickersqty 4
Broom setsqty 3
Mop setsqty 2
Microfiber clothsqty 20
Toilet paper holdersqty 4

Catering

Groceries

Safety

First aid kitsqty 3
Emergency blanketsqty 12
Emergency flashlightsqty 4
Crowd control barriersqty 20
Barrier tapeqty 8
Non-slip matsqty 12
Emergency blanketsqty 12

Administration

Registration formsqty 150
Participant waiversqty 150
Match schedulesqty 40
Bib numbersqty 20
Pensqty 30
Clipboardsqty 12
Waterproof document sleevesqty 30
Wristbandsqty 200
Medalsqty 60
Cupsqty 3
Certificatesqty 20

Tools

Cable tiesqty 200
Duct tapeqty 8
Ropeqty 200
Herringqty 60
Rubber malletsqty 4
Work glovesqty 12
Sawhorsesqty 12

Tips

Reserve the water location and dragon boats before sending invitations. Confirm how many boats can run at once, where teams launch, and how much time is needed between heats.
Write the safety plan before finalising the race format. Include adult and youth life jackets, lifebuoys, rescue lines, first-aid cover and a clear method for communicating on the water.
Set a registration deadline at least 14 days before race day. Use it to collect team details, dietary requirements and any information needed for the terms and conditions.
Assign volunteers to specific jobs rather than asking for general help. You need named people for registration, boat handling, timekeeping, officiating, first aid and communicating schedule changes.
Publish team allocations and start times before the event, then print the match schedule and race numbers. Keep waterproof scoreboards, stopwatches, whistles and spare paddles at the race-control point, not in a storage vehicle.

Frequently asked questions

How far in advance should I organise a dragon boat race?: Start at least 8 to 12 weeks ahead. Water access, boats, permits, insurance and qualified safety cover are the parts most likely to limit your date.
How many people are needed to run a dragon boat race?: Plan for at least one event lead, one safety or first-aid contact, one official or timekeeper per active race area, and registration and shoreline volunteers. Add extra people when several boats launch or finish at the same time.
When should dragon boat race registrations close?: Close registrations about 14 days before race day. That gives you time to confirm teams, collect dietary requirements, create the format, assign boats and publish start times.
What safety equipment is needed for a dragon boat race?: Provide an appropriate adult or youth life jacket for every participant, plus spare equipment, lifebuoys, rescue lines and reliable communication such as waterproof radios. Check the route, launch area and finish area before the event and record who is responsible for first aid.

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.