How to organise a SUP clinic

A SUP clinic needs more than boards and paddles. Start by securing a suitable venue and water route, then check permits, regulations and instructor availability before opening registration. Build the participant list around the route’s capacity and send safety information well before the event. On the day, repeat the weather check, prepare communication and rescue equipment, and bring the boards to the water’s edge only after the registration area and safety setup are ready.

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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 venue and water route
2
Check permits and regulations
3
Assign instructors and guides
4
Send invitations
5
Open registrations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Check the weather forecast
10
Share route and safety plan
11
Send participants practical information
12
Check materials and quantities
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Chill drinks
16
Prepare snacks and lunch
3 people
17
Lay out participant packs
2 people
18
Apply board numbers
2 people
19
Charge batteries and communication equipment

Event

20
Check the weather forecast again
21
Prepare safety equipment
2 people
22
Set up the registration desk
2 people
23
Set up tables and chairs
3 people
24
Set up party tents and changing area
4 people
25
Bring the SUP materials to the water's edge
4 people
26
Lay out boards and paddles
3 people
27
Set up registration desk
2 people
28
Handle reception and registration
2 people
29
Set out coffee and tea
2 people
30
Serve welcome drinks
2 people
31
Assign participants by group
2 people
32
Give the safety briefing
3 people
33
Demonstrate paddling technique
2 people
34
Hand out boards and equipment
4 people
35
Guide beginners on the water
4 people
36
Guide the advanced group
3 people
37
Hand out water and snacks
2 people
38
Escort participants back safely
4 people
39
Collect boards and paddles
4 people
40
Rinse and dry the materials
3 people
41
Serve sandwiches and snacks
3 people
42
Refill drinks
2 people
43
Answer participant questions
2 people
44
Wash dishes and glasses
2 people
45
Collect waste along the way
2 people
46
Check out the last participants

Aftercare

47
Clear tables and chairs
3 people
48
Take down and store the tents
4 people
49
Leave the waterfront clean
3 people
50
Inventory materials
2 people
51
Record damage
52
Store materials clean and dry
3 people
53
Dispose of waste
2 people
54
Return borrowed materials
2 people
55
Thank participants

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2
Beer benchesqty 4
Clothes racksqty 4

Sports equipment

SUP boardsqty 22
SUP paddlesqty 22
Ankle bandsqty 22
Life jacketsqty 25
Wetsuitsqty 20
Spare paddlesqty 4
Waterproof barrelsqty 6
Carrying strapsqty 6

Safety

Life ringsqty 2
Throw linesqty 3
Whistlesqty 6
First aid kitsqty 2
Flashlightsqty 4
Waterproof phone casesqty 4

Equipment

Megaphonesqty 2
Rechargeable walkie-talkiesqty 6
Extension cordsqty 3
Power stripsqty 3
Coolersqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Mugsqty 30

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Serving spoonsqty 6
Bread basketsqty 4

Lighting

LED lanternsqty 8

Cleaning

Bucketsqty 4
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the water route and any permits before inviting people. Check access points, changing arrangements and where participants can safely enter and leave the water at least several weeks in advance.
Set a clear registration deadline, then use the final participant list to check board, paddle, wetsuit and life-jacket quantities. Collect dietary requirements before shopping for snacks and lunch.
Send the route, meeting point, clothing advice and safety plan at least 5–7 days before the clinic. Include when participants should arrive, because registration and equipment fitting take longer than a normal check-in.
Check the forecast twice: once during the week before the clinic and again on the morning itself. Have instructors review wind, temperature and water conditions before deciding whether the planned route is suitable.
Charge walkie-talkies and other communication equipment before setup, and place throw lines, life rings, whistles and first-aid kits where guides can reach them quickly. Keep spare paddles and waterproof phone protection with the group rather than at the registration desk.

Frequently asked questions

How far in advance should I organise a SUP clinic?: Start securing the venue, water route, instructors and permits at least 4–6 weeks ahead. Open registration only after you know the route capacity and have confirmed the basic safety arrangements.
How many instructors do I need for a SUP clinic?: Base the number on participant ability, route difficulty and local rules rather than using one fixed ratio. Confirm the instructor and guide assignments before registration opens, then review them again when the final participant list closes.
When should I check the weather for a SUP clinic?: Check it once during the week before the event and again on the morning of the clinic. Compare wind, temperature, visibility and water conditions with the route and safety plan before participants launch.
What should participants receive before a SUP clinic?: Send practical information 5–7 days beforehand, including the meeting point, arrival time, route, clothing, food arrangements and safety instructions. Mention any deadline for dietary requirements and explain what happens if weather conditions require a change.

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