How to organise a raft building event

A raft building event works best when the water venue, materials and safety plan are confirmed before you invite people. Start by fixing the venue and date, then collect registrations, dietary requirements and team details while you arrange transport for bulky materials. In the final week, check the forecast, inspect the waterfront and prepare food, drinks and equipment separately. On the day, safety briefing and team allocation should happen before anyone starts building.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve the water venue
5
Reserve raft materials
6
Record food and drink choices
7
Arrange transport for materials
2 people
8
Check safety rules
2 people
9
Print participant list
10
Assign teams
11
Share the route to the venue
12
Check the weather forecast
13
Do the non-refrigerated shopping
2 people
14
Buy chilled groceries
2 people
15
Gather raft materials
3 people
16
Check tools
2 people
17
Chill the groceries
2 people
18
Prepare barbecue
2 people
19
Bring materials to the venue
4 people
20
Inspect the grounds and waterfront
2 people
21
Set up tables and chairs
3 people
22
Set up party tents
4 people
23
Sort building materials
3 people
24
Chill drinks
2 people
25
Set up the buffet and bar
3 people
26
Set up the barbecue and fire extinguisher
2 people
27
Mark out the raft-building route
2 people

Event

28
Receive participants
3 people
29
Serve welcome drinks
2 people
30
Give safety instructions
2 people
31
Announce team assignments
32
Distribute building materials
4 people
33
Build rafts
6 people
34
Perform a technical check on the rafts
3 people
35
Launch the rafts
6 people
36
Secure the rafts
3 people
37
Light the barbecue
2 people
38
Serve snacks and salads
3 people
39
Prepare barbecue dishes
3 people
40
Serve barbecue dishes
3 people
41
Refill drinks
2 people
42
Collect trash and empty bottles
2 people
43
Take the rafts out of the water
6 people
44
Serve the last round
2 people

Aftercare

45
Clear the venue
4 people
46
Rinse raft materials
3 people
47
Wash dishes
2 people
48
Safely extinguish barbecue
2 people
49
Leave the venue clean
4 people
50
Dry and store materials
3 people
51
Check deposit and borrowed equipment
2 people
52
Return rented equipment
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Beer tablesqty 4
Coolersqty 4

Raft materials

Plastic barrelsqty 16
Wooden support beamsqty 32
Wooden planksqty 24
Rope rollsqty 6
Ratchet strapsqty 24
Cable tiesqty 200
Paddlesqty 12
Waterproof storage cratesqty 8

Safety

Life jacketsqty 30
Safety helmetsqty 30
Work glovesqty 30
Rescue linesqty 4
Whistlesqty 30
First aid kitsqty 2
Waterproof phone casesqty 6

Tools

Rubber malletsqty 6
Hand sawsqty 4
Cordless drill driversqty 4
Measuring tapesqty 4
Bench visesqty 2
Wrench setsqty 4
Screwdriver setsqty 4

Tableware

Reusable drinking cupsqty 80
Reusable platesqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving plattersqty 8

Kitchen

Gas barbecuesqty 2
Gas cylindersqty 2
Barbecue tongsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 24

Lighting

LED lanternsqty 8
String lightsqty 4

Equipment

Extension cordsqty 3
Power stripsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 8
Spongesqty 12
Hand broomsqty 4
Floor squeegeesqty 2

Catering

Groceries

Tips

Book the water venue and raft materials first, ideally at least 4 weeks before the event. Confirm access times, launch points, parking and any rules about tools, life jackets, helmets and rescue equipment.
Close registrations 7–10 days before the event so you can assign teams, print the participant list and record food and drink choices. Keep teams similar in size and note dietary requirements before shopping.
Transport the barrels, beams, planks, ropes, straps and tools in a vehicle with enough room and secure them before departure. Waterproof storage crates are useful for small parts, while paddles and safety equipment should remain easy to reach.
Check the weather forecast 48 hours before the event and again on the morning itself. Do not leave the waterfront inspection until guests arrive: check the ground, access route, water edge and places for tents, tables and chairs.
Set up the safety area, building materials and refreshments in that order. Chill drinks and groceries before guests arrive, but keep tools sorted by type so teams are not delayed looking for mallets, saws, drills or measuring tapes.

Frequently asked questions

How far in advance should I plan a raft building event?: Start at least 4 weeks ahead, because the water venue, raft materials and transport need to be coordinated before invitations go out. Finish registrations 7–10 days before the event so teams and catering can be confirmed.
How many people should be in each raft building team?: Aim for teams of 4–8 people, depending on the raft design and available workspace. Keep the total number of teams within the venue’s capacity and assign teams before the day rather than forming them at the waterfront.
What should I check before a raft building event?: Check the venue rules, weather forecast, water access, ground conditions and rescue arrangements at least 48 hours beforehand. Confirm that every participant can be issued a life jacket and that safety equipment, first aid kits and rescue lines are on site.
When should I prepare food and drinks for raft building?: Do non-refrigerated shopping several days ahead and buy chilled groceries 1–2 days before the event. Chill drinks and groceries on the day, then set up the barbecue, buffet and bar after the waterfront and building areas are ready.

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.