How to organise a sailing race from start to finish

Organising a sailing race starts with the race format, not the refreshments or registration desk. Confirm the date, reserve the marina and start and finish areas, then appoint the race management, safety and judging teams. After that, collect boat details, publish the rules and map the course before opening registration. The details most often missed are permits, reliable communications, backup power and a clear weather decision deadline.

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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
Determine the competition format
2 people
2
Confirm competition date
3
Reserve the marina
4
Reserve the start and finish area
5
Check permits
6
Assign the race director
2 people
7
Assign the safety team
2 people
8
Assign judges
3 people
9
Create registration form
10
Send invitations
2 people
11
Open registration
12
Keep track of the participant list
2 people
13
Collect dietary requirements
14
Collect boat details
2 people
15
Assign start numbers
2 people
16
Draw up competition rules
2 people
17
Confirm the course layout
2 people
18
Develop the starting procedure
2 people
19
Develop safety plan
3 people
20
Check the weather forecast
21
Confirm participants
2 people
22
Send the final information
23
Do the shopping
3 people
24
Collect materials
3 people
25
Check motorboats
2 people
26
Check safety equipment
2 people
27
Print competition sheets
28
Lay out bib numbers
2 people
29
Fill coolers
2 people
30
Prepare snacks
3 people

Event

31
Open venue
2 people
32
Set up the competition office
3 people
33
Set up tables and chairs
4 people
34
Build party tents
4 people
35
Set up the registration table
2 people
36
Place lane markers
4 people
37
Prepare the starting ship
3 people
38
Equip safety boats
4 people
39
Check power supply
2 people
40
Set out coffee and tea
2 people
41
Set out sandwiches and snacks
3 people
42
Register participants
3 people
43
Hand out race numbers
2 people
44
Check boat safety
3 people
45
Give the competition briefing
3 people
46
Guide participants to the docks
3 people
47
Carry out the start procedure
4 people
48
Follow the race from the start boat
4 people
49
Conduct a safety round by boat
6 people
50
Record intermediate results
2 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Record the finishing order
3 people
54
Guide boats back to their berths
4 people
55
Check results
3 people
56
Prepare awards ceremony
2 people
57
Hold the awards ceremony
3 people
58
Set up the buffet
4 people
59
Serve the buffet
4 people
60
Clear away dishes
2 people
61
Publish final results
62
See participants off
2 people

Aftercare

63
Dismantle the competition office
3 people
64
Take down party tents
4 people
65
Remove lane markings
4 people
66
Collect waste
3 people
67
Wash dishes
3 people
68
Clean the venue
4 people
69
Refuel motorboats
2 people
70
Return materials
3 people
71
Return borrowed items
2 people
72
Archive results
73
Send participants' photos

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 4
Waste binsqty 6

Sports equipment

Buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start flagsqty 5
Finish flag
Signal hornsqty 2
Bib numbersqty 30
Competition bibsqty 20
Measuring tapeqty 2
Waterproof scoreboardsqty 2

Equipment

Motorboatqty 3
VHF radioqty 4
Walkie-talkiesqty 6
Megaphone
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 4
Power banksqty 4

Safety

Life jacketsqty 20
Life ringsqty 4
Throw linesqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Safety whistlesqty 20

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Pitchersqty 8

Catering

Buffet traysqty 8
Serving traysqty 8
Bread basketsqty 6
Groceries

Decorations

Contest bannerqty 2
Directional signsqty 8
Chalkboardsqty 3
Tableclothsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Ice packsqty 24

Cleaning

Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Mopsqty 4
Broomsqty 3
Can openersqty 2

Tips

Set the race format and course before opening registration. Your registration form should collect the skipper’s contact details, boat information and crew details, so you can assign start numbers without chasing people later.
Reserve the marina and the start and finish areas as soon as the date is confirmed. Check whether permits are needed and agree who controls access to the course, dock and shore-based scoring area.
Give the safety team its own written plan, including rescue roles, radio channels, life-ring locations and the motorboat check. Count one life jacket for every person assigned to a safety boat, plus any required spares.
Publish the sailing instructions before the registration deadline, including the start sequence, course marks, signals, finish procedure and protest process. Put the final version in participants’ hands before race day rather than explaining rules at the dock.
Set a weather review time and send the final briefing after that check. Charge radios and powerbanks, test the megafon and signal hoorns, and keep waterproof scoreboards available in case the laptop or printer fails.

Frequently asked questions

How far in advance should I organise a sailing race?: Start planning at least 8 to 12 weeks before the race. This gives you time to reserve the marina, check permits, appoint race officials, open registration and prepare the safety plan.
How many people are needed to run a sailing race?: Plan for at least three separate functions: race management, safety and judging. The exact number depends on the fleet, but assign every role at least one named person and add a backup for the start, finish and safety boat.
What should be included in sailing race instructions?: Include the start sequence, course layout, start and finish signals, safety procedures, communication channels and protest process. Send the instructions no later than 7 days before the race so crews have time to review them.
When should I make the final weather decision for a sailing race?: Set a fixed review deadline, usually 24 hours before the start, and confirm again on race morning. State who makes the decision and how participants will be notified if the course, start time or race is changed.

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