How to organise a SUP race from start to finish

A SUP race needs more than boards and a start line. Set the format and measure the course before you book the start and finish locations, arrange permissions and build the safety plan. Then open registration, publish the rules and confirm every participant with a start number. In the final week, check the forecast, brief volunteers, inspect the site and prepare timing, refreshments and race-day communications.

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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
Set competition format
2 people
2
Measure the course
3 people
3
Reserve start and finish location
4
Arrange permits and notifications
5
Prepare a water safety plan
2 people
6
Arrange rescue coverage
7
Send invitations
2 people
8
Open registration form
9
Publish competition rules
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm participants
2 people
13
Assign start numbers
2 people
14
Brief volunteers
3 people
15
Confirm equipment reservations
16
Check the weather forecast
17
Send participant information
2 people
18
Do the shopping
2 people
19
Collect materials
3 people
20
Lay out bib numbers
2 people
21
Print result forms
22
Fill coolers
2 people
23
Inspect the site
3 people
24
Build party tents
4 people
25
Set up tables and chairs
4 people
26
Set up the registration desk
2 people
27
Set up the catering buffet
3 people
28
Set up race buoys
4 people
29
Set up finish arch
3 people
30
Test sound system
2 people
31
Set up the first aid and rescue station
2 people
32
Check boards and paddles
3 people
33
Hold a staff briefing
5 people

Event

34
Register participants
3 people
35
Hand out race numbers
2 people
36
Distribute materials to participants
3 people
37
Give safety instructions
3 people
38
Give the opening speech
39
Carry out the start procedure
4 people
40
Staff the course checkpoints
6 people
41
Track participants on the water
4 people
42
Record split times
2 people
43
Register finishers
3 people
44
Serve drinks
3 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Collect used cups
2 people
48
Check results
2 people
49
Handle prize ceremony
3 people
50
Serve participant dinner
4 people
51
Provide music
52
Serve last-round drinks
2 people
53
Close off the grounds
3 people

Aftercare

54
Gather competition materials
4 people
55
Remove buoys from the water
4 people
56
Collect waste
3 people
57
Take down tables and chairs
4 people
58
Take down party tents
4 people
59
Clean dishes and equipment
3 people
60
Leave venue clean
4 people
61
Return materials
3 people
62
Post the results online
63
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 80
Registration tablesqty 2
Waste binsqty 6

Sports equipment

SUP boardsqty 40
SUP paddlesqty 40
Leashesqty 40
Life jacketsqty 45
Competition buoysqty 12
Life ringsqty 4
Rescue linesqty 4
Waterproof storage barrelsqty 6
Start flagsqty 3
Whistlesqty 8
Race number vestsqty 40
Medal ribbonsqty 60
Trophiesqty 3

Equipment

Stopwatchesqty 6
Walkie-talkiesqty 8
Megaphone
Sound system
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 8
Notice boardsqty 3
Waterproof foldersqty 8

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Safety vestsqty 12

Decorations

Finish arch
Wind-resistant flagsqty 12
Barrier tapeqty 4

Cleaning

Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the race format and measure the course before opening registration. The distance, start procedure and number of heats determine how many buoys, officials, volunteers and timing sheets you need.
Treat water safety as a separate workstream. Arrange rescue coverage, life rings, rescue lines, whistles and walkie-talkies, then make sure every volunteer knows who responds if a paddler stops or falls.
Send participant information at least 3–5 days before the race. Include arrival time, registration instructions, start number, course details, safety rules and what happens if weather conditions change.
Do not leave the site setup until race morning. Inspect the water access, assemble the party tents, registration tables and seating, and mark the start and finish area before participants arrive.
Prepare the finish process as carefully as the start. Print result forms, test the stopwatches, charge the communication equipment and keep waterproof storage barrels available for documents and other items that must stay dry.

Frequently asked questions

How far in advance should I organise a SUP race?: Start planning at least 8–12 weeks ahead. This gives you time to reserve the start and finish locations, arrange permits or notifications, confirm rescue coverage and open registration.
How do you plan safety for a SUP race?: Create the water safety plan before publishing the course. Assign rescue coverage, define the response procedure, check access points and prepare safety equipment such as life jackets, life rings, rescue lines and whistles at least 1 week before race day.
When should participants receive the SUP race information?: Send the final participant information 3–5 days before the race, after registrations and start numbers are confirmed. Send an update sooner if the forecast or water conditions affect the course or schedule.
What should be checked on the morning of a SUP race?: Allow at least 2 hours before the first start for site inspection and setup. Check the buoys, start flags, registration area, timing equipment, communication devices, coolers and the route used by rescue personnel.

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