How to organise a merry-go-round boat race

A merry-go-round boat race needs more than boats and a start line. Set the course and safety plan first, then arrange permits, launch points, jury and rescue boats before opening registration. Participant details, start numbers and dietary requirements need a firm deadline so they do not become last-minute jobs. On race day, route markers, radios, life jackets and clearly assigned volunteers keep the competition moving while the jury records results.

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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
Define the competition concept
2 people
2
Set out the course route
3 people
3
Check the navigation permit
4
Reserve starting location
5
Reserve the jury boat
6
Reserve rescue boat
7
Reserve toilet facilities
8
Draw up participant rules
2 people
9
Publish registration form
10
Send invitations
2 people
11
Approach sponsors
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Check participant details
2 people
15
Assign start numbers
2 people
16
Send participant letter
17
Recruit volunteers
2 people
18
Assign volunteer tasks
2 people
19
Prepare safety instructions
2 people
20
Check the weather forecast
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Check competition equipment
2 people
24
Mark route points
3 people
25
Place buoys along the route
4 people
26
Prepare the judging boat
3 people
27
Prepare rescue boat
3 people
28
Set up tents
4 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Set up the drinks station
2 people
34
Connect the sound system
2 people
35
Set up lighting
2 people
36
Lay out bib numbers
2 people
37
Check safety equipment
2 people

Event

38
Receive participants
4 people
39
Register attendance
2 people
40
Hand out race numbers
2 people
41
Give the safety briefing
2 people
42
Bring the dinghies to the start
4 people
43
Carry out the start procedure
3 people
44
Record match progress
4 people
45
Monitor the route and participants
5 people
46
Record split times
3 people
47
Record the finishing order
3 people
48
Welcome participants
4 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Serve dinner buffet
4 people
53
Collect tableware
2 people
54
Check results
2 people
55
Prepare awards ceremony
2 people
56
Handle prize ceremony
3 people
57
Provide music
58
Collect waste along the way
2 people

Aftercare

59
Remove buoys from the water
4 people
60
Return the competition boats
3 people
61
Take down tents
4 people
62
Clear tables and chairs
4 people
63
Switch off equipment
2 people
64
Wash dishes
3 people
65
Clean the venue
4 people
66
Dispose of waste
2 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Clean coolers
2 people
70
Publish match results
71
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 100
Bar stoolsqty 6
Buffet tablesqty 4
Waste binsqty 8
Coat racksqty 2

Sports equipment

Competition buoysqty 12
Anchorsqty 12
Anchor linesqty 12
Start flagsqty 2
Finish flagsqty 2
Route signsqty 10
Bib numbersqty 25
Life jacketsqty 30
Life ringsqty 4
Throw linesqty 4
Whistlesqty 12
Waterproof bagsqty 10
Judging boat
Rescue boat
Paddlesqty 8
Mooring linesqty 12

Equipment

Walkie-talkiesqty 10
Megaphoneqty 2
Sound system
Microphoneqty 2
Stopwatchesqty 6
Laptopsqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
First aid kitsqty 2
Fire extinguishersqty 2

Lighting

LED light stringsqty 8
Work lightsqty 4
Flashlightsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Food warmersqty 6
Aluminum foilqty 2
Cling filmqty 2

Decorations

Competition flagsqty 20
Tableclothsqty 10
Balloonsqty 100
Prizesqty 6
Medal ribbonsqty 25
Bib numbersqty 25

Cleaning

Trash bag holdersqty 8
Cleaning bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mopsqty 3
Hand soap dispensersqty 6
Paper towel rollsqty 12

Catering

Groceries

Tips

Start with the course route and safety plan. Mark every turn and control point, then confirm the navigation permit before you reserve the starting location or publish the registration form.
Book the judging boat and rescue boat early, and give each a defined position and radio channel. A rescue crew that is present but unsure where to go is not a workable safety plan.
Set a registration deadline at least 7 days before the race. Use that final list to check participant details, collect dietary requirements and assign bib numbers and start positions.
Prepare participant instructions before invitations go out. Include the route, starting procedure, life-jacket requirements, rules, arrival time and what happens if the weather changes.
Walk the route on the day before the race and place buoys with anchors and anchor lines. Keep spare route signs, throw lines and waterproof bags ready rather than storing them at the finish.

Frequently asked questions

How far in advance should I plan a merry-go-round boat race?: Start planning at least 8 to 12 weeks ahead. Check the navigation permit and reserve the starting location, judging boat, rescue boat and toilet facilities before announcing the event.
How many safety boats do I need for a merry-go-round boat race?: Plan for at least one dedicated rescue boat and one separate judging boat. Add more rescue capacity if the route is long, visibility is limited or participants are spread across several sections.
When should registration close for a boat race?: Close registration at least 7 days before race day. That gives you time to verify participant details, assign start numbers, print bibs and send the participant letter.
What should I do if the weather forecast changes?: Check the forecast 48 hours before the race and again on the morning itself. Set a clear cancellation or postponement deadline, then tell participants and volunteers through the same channel.

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.