How to organise a sailing camp from start to finish

Organising a sailing camp means coordinating people, boats, camping and meals in the right order. Start with the participant list, registrations and medical information before assigning boats or sleeping places. In the final week, check the weather, inspect every sailboat and verify the safety equipment. On arrival, use a registration desk, luggage tags and a short safety briefing so the group can settle in before sailing.

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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
Create the participant list
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Collect medical information
6
Check contact details
7
Assign participants to boats
2 people
8
Assign sleeping places
2 people
9
Develop the program
2 people
10
Check the weather forecast
11
Check sailboats
3 people
12
Check safety equipment
2 people
13
Do the shopping
3 people
14
Fill coolers
2 people
15
Prepare meals
4 people
16
Make luggage tags
17
Set up the campsite
4 people
18
Prepare the information pack
19
Set up the reception desk
2 people

Event

20
Check off registrations
2 people
21
Bring luggage to sleeping areas
4 people
22
Serve welcome drinks
2 people
23
Explain the camp rules
2 people
24
Give safety instructions
3 people
25
Distribute life jackets
3 people
26
Rig the boats
6 people
27
Assist with the test sail
6 people
28
Serve dinner
4 people
29
Refill drinks
2 people
30
Support the evening program
3 people
31
Evening rounds
2 people
32
Serve breakfast
4 people
33
Give the morning briefing
2 people
34
Teach a beginner sailing lesson
6 people
35
Hand out lunch packs
3 people
36
Guide afternoon tour
6 people
37
Dock boats
4 people
38
Dry sail equipment
4 people
39
Prepare dinner
4 people
40
Serve dinner
4 people
41
Supervise the evening game
3 people
42
Wash dishes
3 people
43
Serve breakfast
4 people
44
Practice sailing techniques
6 people
45
Serve lunch
4 people
46
Lead the navigation course
6 people
47
Supervise the sailing race
6 people
48
Inspect boats and equipment
4 people
49
Prepare barbecue
5 people
50
Serve barbecue
5 people
51
Facilitate the campfire
3 people
52
Serve breakfast
4 people
53
Give the final sailing lesson
6 people
54
Serve lunch
4 people
55
Lead the closing sailing trip
6 people
56
Hand out certificates
2 people
57
Serve farewell meal
4 people
58
Gather luggage
4 people
59
Unrig sailboats
6 people
60
Check out participants
2 people

Aftercare

61
Clean up the campsite
6 people
62
Clean sailcloth
4 people
63
Wash the dishes and kitchenware
4 people
64
Sort and remove waste
3 people
65
Take down tents and tables
5 people
66
Clean the venue
4 people
67
Inventory supplies
2 people
68
Return borrowed equipment
3 people
69
Register lost property
70
Archive participant information

What to bring

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

Sports equipment

Sailboatsqty 6
Life jacketsqty 30
Tarpsqty 8
Paddlesqty 12
Paddlesqty 12
Mooring linesqty 12
Anchorsqty 6
Compassqty 6
Waterproof barrelsqty 12
Water ticketsqty 6
Mooring anchorsqty 6
Spare linesqty 12

Furniture

Camping tentsqty 10
Air mattressesqty 24
Sleeping bagsqty 24
Camping chairsqty 12
Foldable tablesqty 6
Party tentsqty 2

Kitchen

Gas burnersqty 4
Gas cylindersqty 6
Cooking potsqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Coolersqty 6
Thermos flasksqty 4

Tableware

Platesqty 30
Mugsqty 30
Disposable cupsqty 30
Cutlery setsqty 30
Serving plattersqty 8

Equipment

Walkie-Talkiesqty 6
Power banksqty 8
Flashlightsqty 12
Extension cordsqty 4

Lighting

LED lampsqty 8

Safety

First aid kitsqty 2
Life ringsqty 4
Whistlesqty 30
Sunscreenqty 8

Cleaning

Waste binsqty 6
Washing-up basinsqty 4
Spongesqty 12
Litter pickersqty 2

Communication

Name badgesqty 30
Clipboard foldersqty 6
Waterproof markersqty 12
Notepadsqty 12

Catering

Groceries

Tips

Close registrations at least 7 days before departure so you have time to check contact details, dietary requirements and medical information. Keep one final participant list at the reception desk.
Assign participants to boats and sleeping places after registrations close, then include both assignments in the information pack. This prevents last-minute confusion when people arrive with luggage.
Check each sailboat at least 24 hours before the camp starts, including life jackets, mooring lines, anchors, spare lines, paddles and waterproof barrels. Do not rely on a general equipment count.
Plan the first meal and fill the coolers before participants arrive. Allow extra time for dietary requirements, and prepare thermos flasks if the group will leave camp early.
Set up the campsite before check-in begins: tents, air mattresses, sleeping bags, tables and the reception desk should already be ready. At arrival, check off registrations, label luggage and give safety instructions before distributing life jackets.

Frequently asked questions

How far in advance should I organise a sailing camp?: Start planning at least 8 weeks before the camp. Aim to close registrations 7 days before departure, leaving time to assign boats and sleeping places, buy food and complete equipment checks.
What information should I collect from sailing camp participants?: Collect each participant’s full contact details, dietary requirements and medical information before assigning boats. Set a deadline at least 7 days before the start so the information can be used for planning and safety.
When should I check the boats and safety equipment?: Complete a detailed check 24 hours before departure, then make a quick visual check on the morning of sailing. Count life jackets and inspect lines, anchors, paddles and waterproof storage before participants board.
What should happen when participants arrive at sailing camp?: Run check-in from a reception desk, check each name against the final list and bring luggage to the assigned sleeping areas. Give the camp rules and safety instructions before distributing life jackets or starting the first activity.

Start this plan in Lizzt

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