How to organise a freestyle kayaking competition

A freestyle kayaking competition needs more than a course and a start list. The workable order is to secure the venue and permit first, then build the safety plan, rules, judging team and registration process around the water conditions. In the final week, confirm competitors, starter groups, rescue cover and equipment while checking the forecast and water level. On event day, registration, course marking, judging and crowd control must be ready before the first paddler launches.

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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 competition venue
2
Apply for competition permit
3
Prepare safety plan
2 people
4
Assign judges
5
Arrange rescue personnel
6
Publish competition rules
7
Send invitations
2 people
8
Open registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign starter groups
2 people
12
Publish start list
13
Check the weather forecast
14
Check water level
2 people
15
Check equipment
2 people
16
Collect prizes and medals
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Sort bib numbers
2 people
20
Prepare catering
3 people
21
Inspect the site
3 people
22
Block off the competition area
4 people
23
Set up tables and chairs
4 people
24
Build party tents
4 people
25
Set up judges' table
2 people
26
Set up registration desk
2 people
27
Test audio and microphone
2 people
28
Set out competition equipment
3 people
29
Launch rescue kayaks
3 people
30
Check safety equipment
3 people
31
Build the catering buffet
3 people

Event

32
Receive participants
3 people
33
Register participants
3 people
34
Hand out race numbers
2 people
35
Carry out equipment inspection
2 people
36
Hold the jury briefing
2 people
37
Give the safety briefing
3 people
38
Give the opening welcome speech
39
Run the competition round
8 people
40
Record scores
3 people
41
Monitor water safety
4 people
42
Refill drinks
2 people
43
Serve snacks
3 people
44
Publish interim results
2 people
45
Call the finalists
46
Guide the final round
8 people
47
Check final scores
3 people
48
Serve participants' meal
4 people
49
Prepare awards ceremony
3 people
50
Hold the awards ceremony
3 people
51
Take group photo
2 people
52
Provide a casual closing
3 people
53
Serve the final drinks
2 people
54
Check out participants
2 people

Aftercare

55
Gather competition materials
4 people
56
Remove rescue kayaks from the water
3 people
57
Clear tables and chairs
4 people
58
Take down party tents
4 people
59
Collect waste
3 people
60
Wash dishes
3 people
61
Clean the grounds
4 people
62
Let equipment dry
3 people
63
Clean equipment
3 people
64
Archive score sheets
65
Publish results
66
Return borrowed items
2 people

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
Waste binsqty 8

Sports equipment

Freestyle kayaksqty 12
Kayak paddlesqty 14
Paddle oarsqty 14
Kayak helmetsqty 16
Life jacketsqty 20
Splash tarpsqty 16
Rescue kayaksqty 2
Throw linesqty 4
Whistlesqty 12
Competition buoysqty 12
Water anchorsqty 12
Bib numbersqty 80
Conesqty 24
Crowd control barriersqty 20

Equipment

Laptopqty 2
Tabletsqty 4
Portable speakersqty 2
Wireless microphonesqty 2
Megaphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Stopwatchesqty 6
Calculatorsqty 4
Walkie-talkiesqty 10
Notice boardsqty 2
Whiteboardsqty 2

Tableware

Reusable drinking cupsqty 180
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Pitcherqty 6

Catering

Coolersqty 6
Thermos flasksqty 6
Food warmersqty 4
Serving traysqty 8
Bread basketsqty 6
Drink cratesqty 10
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Frying pansqty 2
Kettlesqty 3
Coffee machinesqty 2
Ice packsqty 30

Decorations

Competition banner
Directional signsqty 10
Information boardsqty 6
Tableclothsqty 10

Lighting

LED lampsqty 8
String lightsqty 6

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 4
Litter pickersqty 4
First aid kitsqty 2
Emergency blanketsqty 12

Tips

Start with the venue, permit and safety plan before opening registration. Confirm rescue personnel, rescue kayaks, throw lines, whistles and life jackets early enough to replace missing equipment.
Publish the competition rules before sending invitations, then keep registration open long enough to process entries and collect dietary requirements. Close entries before assigning starter groups and publishing the start list.
Check the weather forecast and water level twice: once during the final week and again on the morning of the competition. Use the second check to confirm whether the course, rescue plan and competition area remain suitable.
Prepare the judging system before competitors arrive. Set up the judges’ table, tablets or laptop, stopwatches, calculators, bib numbers and a reliable power plan with extension cords, power strips and power banks.
Allow at least 2 hours before the first heat for site inspection and setup. Mark the competition area with buoys, anchors and cones, install crowd-control barriers, and finish the registration desk, tents, seating and sound equipment before check-in opens.

Frequently asked questions

How far in advance should I organise a freestyle kayaking competition?: Start venue and permit arrangements at least 8–12 weeks before the competition. Open registration only after the safety plan, rules and rescue coverage are sufficiently confirmed.
How long before the start should competitors check in?: Open registration around 90 minutes before the first heat. This gives you time to verify entries, issue bib numbers, answer rule questions and organise starter groups without delaying the schedule.
When should I check the water level and weather forecast?: Check both during the final week and again on the morning of the event. A morning check, ideally 2–3 hours before the first launch, gives you time to adjust the course or safety arrangements.
How much setup time does a freestyle kayaking competition need?: Plan for at least 2 hours of event-day setup, and 3 hours if the site needs extensive barriers, tents, tables, judging equipment and course markers. Complete the safety inspection before competitors enter the water.

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