How to organise a merry-go-round boat race

A merry-go-round boat race needs more than boats and a start line. Fix the date and route first, then confirm waterway notification, locations, permits and safety cover before inviting participants. Registration, team assignments and waterproof race materials should be finished before race week. On the day, allow time for equipment checks, volunteer briefing, refreshments and a weather decision before boats launch.

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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
Record date and route
2 people
2
Submit waterway notification
3
Reserve start and finish location
4
Reserve dinghies and trailers
5
Prepare safety plan
2 people
6
Arrange first aid and supervision
7
Send invitations
2 people
8
Open registration form
9
Approach sponsors
2 people
10
Check permits
11
Develop route map
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Assign teams and bib numbers
2 people
15
Send participant information
16
Brief volunteers
2 people
17
Check the weather forecast
18
Check the shopping list
19
Collect prizes and medals
20
Do the shopping
3 people
21
Collect the Boats and Equipment
3 people
22
Prepare race numbers
2 people
23
Fill coolers
2 people
24
Prepare snacks
4 people
25
Prepare coffee and tea
2 people
26
Launch the boats
4 people
27
Set up the start and finish buoys
4 people
28
Mark the competition route
4 people
29
Set up tables and chairs
4 people
30
Build party tents
4 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Test sound system
2 people
34
Check safety equipment
2 people

Event

35
Open registration
3 people
36
Receive participants
4 people
37
Hand out race numbers
2 people
38
Give the safety briefing
2 people
39
Guide dinghies to the start
4 people
40
Start the race
3 people
41
Record split times
3 people
42
Monitor safety on the water
4 people
43
Record the finishing order
3 people
44
Serve drinks and snacks
4 people
45
Refill drinks
2 people
46
Collect waste
2 people
47
Handle prize ceremony
3 people
48
Serve farewell drinks
3 people
49
Take the dinghies out of the water
4 people

Aftercare

50
Turn off the sound system
2 people
51
Catering breakdown
3 people
52
Clear tables and chairs
4 people
53
Take down party tents
4 people
54
Remove buoys and route signs
4 people
55
Clean the grounds
4 people
56
Wash dishes and glasses
3 people
57
Take waste to the collection point
2 people
58
Return borrowed equipment
3 people
59
Return launches
3 people
60
Store route signs and materials
2 people
61
Publish final results

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 8
Folding chairqty 80
Bar stoolqty 10
Waste binqty 8
Registration desk

Sports equipment

Boatqty 12
Spare paddleqty 12
Life jacketqty 90
Life ringqty 6
Rescue lineqty 6
Starting buoyqty 2
Route buoyqty 10
Finish buoyqty 2
Waterproof route mapqty 15
Bib numberqty 12
Stopwatchqty 4
Waterproof writing boardqty 6

Equipment

Two-way radioqty 8
Megaphoneqty 2
Portable speakerqty 2
Extension cordqty 4
Power stripqty 4
Power bankqty 8
Mobile phoneqty 4
Waterproof phone caseqty 8

Lighting

LED lampqty 8
String lightsqty 4

Decorations

Starting flagqty 2
Finish flagqty 2
Route signqty 12
Arrow signqty 20
Prize Glassqty 3
Medalsqty 36

Tableware

Reusable drinking glassqty 120
Coffee cupqty 80
Plateqty 120
Cutlery setqty 120

Kitchen

Cool boxqty 8
Thermosqty 6
Coffee makerqty 2
Kettleqty 2
Serving platterqty 12
Serving tongsqty 8
Cutting boardqty 4
Chef's knifeqty 4
Cooling packqty 24
Bottle openerqty 4
Dishpanqty 3
Kitchen towelqty 12

Cleaning

First aid kitqty 2
Fire extinguisherqty 2
Mopqty 2
Bucketqty 4
Hand brush and dustpanqty 3

Catering

Groceries

Tips

Start with the route and waterway notification. Record the date, map the course and confirm the start and finish locations before opening registration; late route changes can affect permits, safety cover and team information.
Set a registration deadline at least 7 days before the race. Use the final list to assign teams and bib numbers, collect dietary requirements and send participants the route, arrival time and safety instructions.
Build safety cover into the plan, not just the equipment list. Confirm first aid, supervision, rescue arrangements and radio contact, then brief volunteers before race day so every station knows who acts if a boat or participant needs help.
Check all boats and race equipment at least 24 hours before launch. Count life jackets, spare paddles, buoys, route maps, radios and waterproof writing materials; test the stopwatch and charge phones and power banks.
Prepare the start area and refreshments before participants arrive. Set up registration, flags and the megaphone, fill coolers, and make coffee, tea and snacks early enough that volunteers are not leaving their posts during the briefing.

Frequently asked questions

How far in advance should I organise a merry-go-round boat race?: Start planning at least 8 to 12 weeks ahead, especially if a waterway notification or other permits are required. Fix the route and locations first, then allow time for registrations, safety arrangements and equipment collection.
When should registration close for a boat race?: Close registration around 7 days before the race. That gives you time to process entries, assign teams and bib numbers, collect dietary requirements and send final participant information.
What safety equipment do I need for a merry-go-round boat race?: Plan a life jacket for every participant, plus life rings, rescue lines, spare paddles, two-way radios and a clear route map. Confirm first aid and supervision before invitations go out, and brief volunteers no later than the day before.
What should I do if the weather forecast is bad on race day?: Check the forecast 48 hours before the event and again on race morning. Use the prepared safety plan to decide whether to delay, shorten or cancel the race, and communicate the decision before participants travel.

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.