How to organise a surfski race from start to finish

A surfski race needs more than a marked course and a start line. Begin by securing the venue, competition permit and approval from the water manager, then build the safety plan before opening registration. Once entries are coming in, arrange timing, lifeboats, radios, volunteers and participant communications in parallel. The final week is about checking the forecast, printing start lists, assigning groups and making sure the course, finish area and shore operations 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
Confirm the competition venue
2 people
2
Apply for competition permit
3
Inform the water manager
4
Prepare safety plan
2 people
5
Set out the course
3 people
6
Determine the start and finish area
2 people
7
Reserve lifeboats
8
Reserve walkie-talkies
9
Reserve timing
10
Order catering
11
Book photographer
12
Recruit volunteers
2 people
13
Send invitations
2 people
14
Open registration form
15
Approach sponsors
2 people
16
Process registrations
2 people
17
Collect dietary requirements
18
Confirm participants
19
Assign starter groups
2 people
20
Assign start numbers
2 people
21
Publish competition rules
22
Check the weather forecast
23
Prepare the backup weather plan
2 people
24
Print the starting lists
25
Send participant letter
26
Collect prizes and medals
2 people
27
Do the shopping
2 people
28
Check equipment
3 people
29
Charge walkie-talkies
30
Fill coolers
2 people
31
Set up the competition office
3 people
32
Set up tables and chairs
4 people
33
Build party tents
4 people
34
Set up the start and finish arch
3 people
35
Place course buoys
4 people
36
Lay out rescue equipment
2 people
37
Test sound and announcements
2 people
38
Set up the catering buffet
3 people

Event

39
Staff the registration desk
2 people
40
Hand out participant materials
2 people
41
Check boats and equipment
3 people
42
Give the safety briefing
3 people
43
Guide start groups to the water
4 people
44
Carry out the race start
4 people
45
Monitor the course and safety
6 people
46
Record split times
3 people
47
Register finishers
3 people
48
Distribute water and fruit
3 people
49
Refill drinks
2 people
50
Serve snacks
2 people
51
Check results
2 people
52
Prepare awards ceremony
2 people
53
Present the awards ceremony
3 people
54
Let participants chat after the activity
2 people
55
Check out the last participants
2 people

Aftercare

56
Remove course buoys
4 people
57
Return lifeboats
2 people
58
Collect waste
4 people
59
Wash dishes
3 people
60
Clean up catering
3 people
61
Take down tents and furniture
5 people
62
Clean the venue
4 people
63
Publish results online
64
Send thank-you message
65
Return rental items
2 people
66
Store leftover groceries
2 people
67
Clean competition equipment
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 8
Waste binsqty 8
Tableclothsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 10
Thermos flasksqty 8

Equipment

Coolersqty 8
Portable refrigeratorqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Stopwatchesqty 6
Laptopqty 2
Printer
Label printer

Sports equipment

Course buoysqty 12
Anchor linesqty 12
Start Line
Finish line
Bib numbersqty 120
Bib holdersqty 120
Spare paddlesqty 6
Life ringsqty 6
Throw linesqty 6
Life jacketsqty 12
Whistlesqty 12
Waterproof phone casesqty 8
Waterproof scorecardsqty 20
Competition paddlesqty 4
Marking tapeqty 10
Conesqty 20
Flagsqty 12
Flagpolesqty 12

Registration

Clipboard foldersqty 12
Ballpoint pensqty 40
Permanent markersqty 12
Wristbandsqty 150
Name stickersqty 150
Envelopesqty 150
Printer paperqty 2
Start number board
Competition rules signsqty 4

Decorations

Start arch
Finish arch
Bannersqty 8
Sponsor bannersqty 12
Stage blocksqty 3
Medalsqty 12
Cupsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Flashlightsqty 8
Safety vestsqty 20
Crowd control barriersqty 12
Barrier tapeqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Serving traysqty 8
Ice packsqty 30

Cleaning

Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Spongesqty 12

Catering

Groceries

Tips

Start permit and water-safety arrangements early: allow at least 6–8 weeks for the competition permit, water manager notification and lifeboat bookings. Do not publish the final course until these approvals are clear.
Design the safety plan around the actual course, not just the launch area. Confirm lifeboat positions, radio channels, emergency access and who is responsible for each section before volunteers arrive.
Close registration with enough time to process details. Aim to confirm participants and collect dietary requirements at least 7 days before the race, then assign start groups and numbers from one final list.
Prepare race-day paperwork in duplicate. Print the starting lists, rules and participant letters the day before, and keep digital copies on the laptop in case wind, water levels or a late withdrawal changes the order.
Treat the weather plan as an operational decision with a deadline. Check the forecast 72 and 24 hours before the race, define who can postpone or alter the course, and communicate the decision before participants travel.

Frequently asked questions

How far in advance should I organise a surfski race?: Start planning at least 8–12 weeks ahead. Permit approval, water-manager coordination, safety cover, timing and volunteer recruitment are the items most likely to need extra lead time.
How many safety boats do I need for a surfski race?: There is no fixed number: it depends on the course length, participant count, water conditions and local safety requirements. Set the number in the safety plan and confirm it with the water manager before opening registration.
When should registration close for a surfski race?: Close registration about 7 days before race day if you need time for dietary requirements, participant confirmation, start groups, bib numbers and printed lists. Close earlier if timing or catering requires final numbers sooner.
When should I check the weather for a surfski race?: Make formal checks 72 hours and 24 hours before the start, with one final check on race morning. Your backup plan should state whether you will change the course, delay the start or cancel, and who makes that call.

Start this plan in Lizzt

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