How to organise a rowing clinic from start to finish

A rowing clinic needs more than boats and an instructor. Start by securing the date, rowing location, boats, safety boat and qualified instructors before opening registration. Once participants sign up, collect dietary requirements, build groups and share practical clothing guidance. In the final week, confirm the weather, inspect every boat and oar, mark the rowing area, and prepare the dock, safety equipment and reception. On the day, receive participants first, give a clear safety briefing, and only then put groups on the water.

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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
Confirm date and location
2
Reserve boats
3
Confirm instructors
4
Reserve a safety boat
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Create participant list
10
Create group assignments
2 people
11
Check the weather forecast
12
Inform participants about clothing
13
Do the shopping
2 people
14
Check boats and oars
3 people
15
Check safety equipment
2 people
16
Mark the route and sailing area
2 people
17
Prepare snacks and dinner
3 people
18
Chill drinks
2 people
19
Set up tables and chairs
3 people
20
Bring boats to the dock
4 people
21
Set out rowing equipment
3 people
22
Set up the reception table
2 people

Event

23
Receive participants
3 people
24
Serve coffee and tea
2 people
25
Give the safety briefing
2 people
26
Give site briefing
3 people
27
Lead the warm-up
2 people
28
Assign participants to boats
3 people
29
Guide the first rowing block
5 people
30
Hand out break drinks
2 people
31
Lead the second rowing block
5 people
32
Refill drinks
33
Return the boats
4 people
34
Rinse rowing equipment
3 people
35
Set up the dinner buffet
3 people
36
Serve dinner buffet
3 people
37
Refill drinks
38
Serve coffee and tea
2 people
39
See participants off
2 people

Aftercare

40
Wash dishes
3 people
41
Clear tables and chairs
3 people
42
Clean the venue
3 people
43
Collect waste
2 people
44
Let equipment dry
2 people
45
Return borrowed equipment
2 people
46
Store leftovers in the fridge
2 people
47
Collect lost property

What to bring

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

Sports equipment

Rowing boatsqty 5
Oarsqty 10
Life jacketsqty 24
Coach boat
Throw linesqty 2
Recumbent bikesqty 2
Life ringsqty 2
Rowing glovesqty 12
Waterproof storage bagsqty 6

Safety

First aid kit
Emergency blanketsqty 6
Flashlightsqty 4

Equipment

Walkie-talkiesqty 4
Megaphone
Stopwatchqty 2
Bluetooth speaker
Power banksqty 3

Lighting

LED lanternsqty 6

Furniture

Tablesqty 6
Chairsqty 30
Benchesqty 4
Coat racksqty 2
Coolersqty 4

Tableware

Platesqty 30
Bowlsqty 30
Drinking glassesqty 40
Coffee cupsqty 30
Cutlery setsqty 30

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 6
Serving spoonsqty 6
Bread basketsqty 4

Decorations

Name stickersqty 30
Waterproof markersqty 4
Route signsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Reserve the boats, safety boat and instructors before sending invitations. If one of these is still uncertain, participants cannot receive reliable information about the session.
Close registration early enough to create balanced group assignments. Use the final participant list to check numbers, dietary requirements and who needs clothing or equipment guidance.
Check the forecast in the week before the clinic and again on the morning itself. Set a clear decision deadline for postponing, changing the route or keeping participants off the water.
Inspect boats, oars, life jackets and safety equipment before bringing anything to the dock. Also test walkie-talkies, the megaphone and the stopwatch instead of discovering a problem during the briefing.
Prepare the reception and food area before participants arrive: set out tables, chairs, coffee and tea, chill drinks, and have snacks and dinner ready. Keep waterproof storage bags and first-aid supplies accessible from the dock.

Frequently asked questions

How far in advance should I organise a rowing clinic?: Start arranging the date, location, boats, instructors and safety boat at least 6 to 8 weeks ahead. Open registration only after those core arrangements are confirmed.
How many participants should be in each rowing clinic group?: Set the group size with the instructor and available boats, then assign groups before the event day. Finalise the list at least 3 days beforehand so equipment and supervision can be checked against actual numbers.
When should I check the weather for a rowing clinic?: Check the forecast 7 days before the clinic, again 48 hours before, and once more on the morning itself. Decide by a fixed deadline whether the route, schedule or water session needs to change.
What should participants bring to a rowing clinic?: Tell participants at least 5 days in advance what clothing is suitable, including layers and spare dry clothes. Ask them to protect phones and valuables in waterproof storage and to follow the organiser's guidance on footwear and personal equipment.

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