How to organise a model boat race

A model boat race needs more than boats and a stretch of water. Start by securing the venue, checking permits and insurance, and agreeing on safety rules before opening registration. Then set race classes, collect participant details, schedule volunteers and confirm judges. In the final week, publish the start order, check every boat and battery, prepare the course equipment and confirm the weather plan. The race-day layout should separate registration, judging, storage, charging and spectator areas.

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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
Inform the water manager
4
Check insurance
5
Draw up competition rules
2 people
6
Determine race classes
2 people
7
Publish registration form
8
Send invitations
2 people
9
Hang up promotion
2 people
10
Process registrations
11
Check participant details
12
Collect dietary requirements
13
Schedule volunteers
2 people
14
Confirm judges
15
Develop safety plan
2 people
16
Mark out the course
2 people
17
Create the start order
18
Assign competition numbers
19
Order prizes and medals
20
Order catering
21
Check the weather forecast
22
Inform participants again
23
Do the shopping
2 people
24
Check boats and batteries
3 people
25
Charge batteries
2 people
26
Set out prizes
27
Assemble participant packs
2 people
28
Store catering chilled
2 people
29
Load equipment
3 people
30
Inspect the site
2 people
31
Mark parking route
2 people
32
Set up party tents
4 people
33
Set up tables and chairs
4 people
34
Mark off the course
4 people
35
Place buoys in the water
3 people
36
Set up the start and finish line
3 people
37
Set up judges' table
2 people
38
Set up registration desk
2 people
39
Connect power supply
2 people
40
Test sound system
2 people
41
Hang decorations
3 people
42
Chill drinks
2 people
43
Prepare snacks
3 people
44
Set out coffee and tea
2 people
45
Place safety equipment
3 people
46
Display the boats
2 people

Event

47
Open registration desk
2 people
48
Receive participants
3 people
49
Technical inspection of boats
3 people
50
Give the safety briefing
2 people
51
Clear the racetrack
3 people
52
Start races
3 people
53
Record lap times
3 people
54
Take boats out of the water
3 people
55
Serve drinks
3 people
56
Serve snacks
3 people
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Inform the audience
2 people
60
Announce finalists
61
Final sailing
4 people
62
Check the winners
2 people
63
Handle prize ceremony
3 people
64
See participants off
2 people
65
See the audience out
3 people

Aftercare

66
Remove buoys from the water
3 people
67
Shut down race equipment
2 people
68
Clear tables and chairs
4 people
69
Take down tent materials
4 people
70
Wash dishes
3 people
71
Clean the grounds
4 people
72
Collect waste
3 people
73
Load boats and batteries
3 people
74
Inventory supplies
2 people
75
Clean and dry the equipment
3 people
76
Return rental equipment
2 people
77
Publish results

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Judges' table
Registration desk
High tablesqty 6
Storage cratesqty 12
Parasol basesqty 6

Equipment

Timing clocksqty 4
Stopwatchesqty 6
Walkie-talkiesqty 8
Laptop
Printer
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Battery chargersqty 12

Sports equipment

Model boatsqty 20
Spare propellersqty 30
Spare batteriesqty 20
Competition buoysqty 12
Start flagsqty 3
Finish flag
Race number stickersqty 30
Mooring linesqty 12
Measuring tapeqty 2
Waterproof storage casesqty 6
Model boat standsqty 20
Backup controlsqty 3
Tool casesqty 3

Safety

Life ringsqty 3
Throw linesqty 3
Life jacketsqty 8
First aid kitsqty 2
Waterproof flashlightsqty 4
Non-slip matsqty 8
Crowd control barriersqty 20
Warning signsqty 8
Safety vestsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Competition postersqty 10
Tableclothsqty 8

Lighting

LED light stringsqty 6
Work lightsqty 4
Battery lanternsqty 6

Cleaning

Bucketsqty 4
Floor squeegeesqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Start venue and permission checks at least 8–12 weeks ahead. Confirm who manages the water, whether a competition permit is needed and what your insurance covers before inviting participants.
Set race classes before publishing registration. Include the information needed to create a fair start order, such as boat class, participant details and any required technical checks.
Build the safety plan around the actual course. Mark the racing area with competition buoys, keep mooring lines available, and agree who communicates with participants by walkie-talkie if a boat stops or drifts.
Schedule volunteers and judges at least 2 weeks before race day. You need clear cover for registration, timing, course supervision, judging and announcements rather than relying on people to choose jobs on arrival.
Check boats, controls and batteries during the final week, not at the start line. Charge batteries the day before, label race numbers, and keep spare propellers, spare batteries and backup controls in waterproof storage cases.

Frequently asked questions

How far in advance should I organise a model boat race?: Start venue, permit, insurance and water-manager arrangements 8–12 weeks before the race. Open registration only after the race classes and safety rules are clear.
How do I set up a model boat race course?: Mark the course with competition buoys and define the start and finish points before race day. Allow at least 60–90 minutes on site for course marking, equipment checks and a safety briefing.
How many volunteers do I need for a model boat race?: Plan for at least 5–7 volunteers for a small event: registration, timing, judging, course safety and announcements need separate cover. Add more people if races overlap or the venue is spread out.
When should I charge batteries for a model boat race?: Charge all race batteries the day before and check them again on the morning of the event. Keep spare batteries, chargers and backup controls ready so one failed battery does not delay the schedule.

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