How to organise a SUP race from start to finish

A SUP race needs more than boards and a start line. Begin by fixing the competition format, securing a suitable water venue and confirming permits before opening registration. Then build the safety plan around the route, turnaround points, water depth and likely weather conditions. In the final weeks, publish clear participant information, assign officials and safety crew, prepare race packs and check every piece of equipment. This order prevents late changes that affect both safety and the race schedule.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set competition format
2 people
2
Reserve competition venue
3
Apply for permits
4
Coordinate water usage
5
Prepare safety plan
2 people
6
Record emergency scenarios
2 people
7
Write competition rules
2 people
8
Publish registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Assign judges
12
Book the safety crew
13
Process registrations
2 people
14
Collect dietary requirements
15
Send participant information
16
Set the route and turnaround points
3 people
17
Check water depth
2 people
18
Monitor the weather forecast
19
Assign start numbers
2 people
20
Publish start list
21
Order prizes and medals
22
Do the shopping
2 people
23
Check materials
3 people
24
Assemble competition packs
3 people
25
Chill food and drinks
2 people
26
Lay out bib numbers
2 people
27
Mark off the venue
3 people
28
Build party tents
4 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Set up catering point
3 people
32
Mark the finish area
3 people
33
Place buoys and ribbons
4 people
34
Check safety boats
3 people
35
Set up the first aid station
2 people
36
Prepare the jury table
2 people
37
Test sound system
2 people

Event

38
Receive participants
3 people
39
Hand out starter packs
3 people
40
Register participants
3 people
41
Carry out materials check
3 people
42
Give the safety briefing
3 people
43
Inform the audience
2 people
44
Guide the start procedure
4 people
45
Follow the race progress
6 people
46
Position safety boats
4 people
47
Record split times
3 people
48
Check off finishers
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve snacks
2 people
52
Collect waste
2 people
53
Check results
3 people
54
Prepare awards ceremony
2 people
55
Support awards ceremony
3 people
56
Provide music and announcements
2 people
57
Guide the audience
3 people
58
Check out the last participants
2 people
59
Collect competition equipment
4 people

Aftercare

60
Take down tents
4 people
61
Dismantle furniture
4 people
62
Remove buoys and ribbons
4 people
63
Wash dishes
3 people
64
Clean the venue
5 people
65
Dispose of waste
2 people
66
Store materials dry
3 people
67
Return borrowed materials
2 people
68
Send results and photos
69
Handle lost and found
70
Process invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Judges' table

Sports equipment

SUP boardsqty 10
Paddlesqty 10
Leash linesqty 10
Life jacketsqty 90
Spare paddlesqty 5
Buoysqty 12
Race ribbonsqty 20
Start Line
Finish arch
Bib numbersqty 100
Wristbandsqty 120
Stopwatchesqty 6
Megaphonesqty 3
Binocularsqty 3
Life ringsqty 6
Throw linesqty 6
Flashlightsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Walkie-talkiesqty 8
Laptopqty 2
Printer
Coolersqty 6
Water jugsqty 8

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Thermos flasksqty 6
Serving traysqty 6
Ice packsqty 24
Food containersqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Nitrile glovesqty 100
Safety vestsqty 20
Flashlightsqty 8
Crowd control barriersqty 20
Traffic conesqty 20

Lighting

LED string lightsqty 6
LED lanternsqty 8

Decorations

Buntingqty 8
Competition postersqty 12
Direction signsqty 12
Prizesqty 9
Medalsqty 30

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the race format and route before publishing the registration form. Include the start procedure, distance, turnaround points, participant limits and any equipment rules so competitors know exactly what they are entering.
Treat water safety as a separate workstream, not a last-minute check. Record emergency scenarios, book the safety crew, check the water depth and position life rings, throw lines and communication equipment before race day.
Confirm permits and water-use arrangements before sending invitations. Allow at least 4 weeks for approvals where possible, because a venue booking alone does not confirm that the race can use the water as planned.
Send participant information no later than 7 days before the race. Include the start list, bib-number process, arrival time, route, safety rules, what to bring and the deadline for dietary requirements.
Run a full equipment check 1 day before the event. Test stopwatches, megaphones, walkie-talkies, microphones, power supplies and spare paddles, then assemble competition packs and chill food and drinks.

Frequently asked questions

How far in advance should I organise a SUP race?: Start planning at least 8 to 12 weeks before race day. Secure the venue, permits, water-use arrangements and safety crew first; registration and invitations should follow only after those basics are confirmed.
What safety equipment do I need for a SUP race?: Plan for life jackets, leash lines, life rings, throw lines, spare paddles, binoculars, flashlights and reliable communication equipment. The exact quantity depends on the course and field size, but every section of the route needs a clear way to raise an alarm and reach a participant quickly.
When should I publish the SUP race start list?: Publish the start list at least 3 to 7 days before the race, after registrations and start numbers have been checked. Send a final participant update if weather, water conditions or turnaround points change.
How do I plan for bad weather during a SUP race?: Monitor the forecast daily during the final week and make a go-or-no-go decision before participants travel. Set a specific review time, such as 24 hours before the start, and record the alternative plan for postponement, route changes or cancellation.

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.