How to organise a SUP tour from start to finish

A successful SUP tour starts with the route, not the equipment. Confirm the date, check the route and reserve both the rental gear and the launch and finish locations before inviting people. Then manage registrations, dietary requirements and participant information so you know exactly who is coming. On the day, allow time to inspect the boards, paddles and safety equipment, set up registration, and brief everyone before the group gets on the water.

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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
Confirm route and date
2
Reserve SUP rental
3
Reserve the start and finish locations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Check the weather forecast
9
Share route and safety plan
10
Do the shopping
2 people
11
Pick up SUP equipment
2 people
12
Check materials for damage
2 people
13
Print route maps
14
Prepare participant information
15
Chill drinks
2 people
16
Prepare snacks
2 people
17
Check emergency contacts

Event

18
Load transport to the start location
3 people
19
Inspect the starting location
2 people
20
Set up tables and tent
3 people
21
Set up the registration table
2 people
22
Lay out SUPs and paddles
3 people
23
Prepare safety equipment
2 people
24
Receive participants
2 people
25
Register attendance
2 people
26
Hand out paddles and life jackets
2 people
27
Give the safety briefing
2 people
28
Explain the technique and route
2 people
29
Launch participants into the water
3 people
30
Lead the SUP tour
4 people
31
Stock the break area
2 people
32
Count participants and materials
2 people
33
Take the SUPs out of the water
4 people
34
Serve snacks and drinks
2 people
35
Set up the buffet
3 people
36
Serve dinner
3 people
37
Refill drinks
38
Dry and bundle materials
3 people
39
Collect waste along the way
40
Wash dishes
2 people
41
See participants off
2 people

Aftercare

42
Take down tables and tent
3 people
43
Leave the venue clean
3 people
44
Dispose of waste
2 people
45
Return SUP equipment
3 people
46
Return borrowed equipment
2 people
47
Store leftover materials neatly
2 people
48
Handle deposits and reservations
49
Return lost property
50
Send thank-you message

What to bring

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

Sports equipment

SUP boardsqty 32
SUP paddlesqty 32
Life jacketsqty 32
Ankle bandsqty 32
Spare paddlesqty 4
Waterproof phone casesqty 6
Waterproof route map coversqty 4
Waterproof dry bagsqty 10
Hand pumpsqty 4
Repair kitsqty 2
Paddle oarsqty 6
Whistlesqty 6
Rescue linesqty 2
Marker buoysqty 6
Waterproof walkie-talkiesqty 4

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Tableclothsqty 6
Clothes racksqty 2

Equipment

Coolersqty 6
Extension cordsqty 3
Power stripsqty 3
Rechargeable lampsqty 6

Kitchen

Thermos flasksqty 4
Coffee machinesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 40
Cutlery setsqty 40
Coffee cupsqty 40
Water jugsqty 6

Lighting

LED light garlandsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6
Reflective vestsqty 8
Fire extinguisher

Organization

Registration desk labelsqty 40
Waterproof markersqty 6
Clipboardsqty 4
Route mapsqty 40
Wristbandsqty 40
Table numbersqty 6
Ratchet strapsqty 12

Cleaning

Waste binsqty 6
Dustpans and brushesqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm the route and both start and finish locations before sending invitations. Build the participant list around the actual number of SUP boards, paddles and life jackets available.
Set a registration deadline several days before the tour. Use the final list to check attendance, emergency contacts and dietary requirements, then send the route and safety plan before the event.
Check the weather forecast twice: once 48 hours before the tour and again on the morning itself. Make a clear decision about postponing or changing the route before people travel to the start.
Load equipment in a fixed order and inspect every board, paddle, ankle band and life jacket before participants arrive. Keep spare paddles, hand pumps and repair kits accessible rather than buried under other gear.
Allow at least 30 minutes for arrival and registration before departure. Set out waterproof route maps, whistles and communication equipment, and give a short safety briefing before handing out the SUPs.

Frequently asked questions

How far in advance should I organise a SUP tour?: Reserve the SUP rental and launch and finish locations at least 2 to 4 weeks ahead, especially for a larger group. Send invitations after those bookings are confirmed, and close registrations several days before the tour.
How many SUP boards and life jackets do I need?: Plan one board, paddle and correctly fitting life jacket for every participant who will be on the water. Add spare paddles and check the rental provider’s equipment and group-size limits before confirming registrations.
When should I check the weather for a SUP tour?: Check the forecast 48 hours before the tour and again on the morning of departure. Decide on cancellation, postponement or a route change before participants set off, and communicate that decision immediately.
How much time should I allow for registration and the safety briefing?: Allow at least 30 minutes for arrival and attendance registration, plus 10 to 15 minutes for the safety briefing. Keep the route map, emergency contacts and safety equipment ready at the registration table.

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.