How to organise a team sailing race

A team sailing race needs more than boats and a start signal. Set the competition format first, then work through rules, permits, safety, registration and the course layout in that order. Your race-day plan should cover both the water and the shore: boat inspections, life jackets, team grouping, scorekeeping, briefings and shelter for waiting crews. This guide highlights the details that are often arranged too late, especially weather decisions, waterproof race materials and clear communication between the start, finish and safety teams.

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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
Draw up participant rules
2 people
3
Reserve sailboats
4
Set start and finish area
3 people
5
Develop safety plan
2 people
6
Check permits
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Create participant groups
2 people
11
Publish the starting order
12
Check the weather forecast
13
Print competition instructions
14
Print route maps
15
Do the shopping
2 people
16
Inspect sailboats
3 people
17
Check safety equipment
2 people
18
Set up start and finish materials
2 people
19
Prepare participant list
20
Set up tables and chairs
4 people
21
Build party tents
4 people
22
Set up registration desk
2 people
23
Lay out the race buoys
3 people
24
Mark out the start line
3 people
25
Mark out the finish line
3 people
26
Distribute boat keys and documents
2 people
27
Set out coffee and tea
2 people
28
Prepare the lunch buffet
3 people
29
Chill drinks
2 people
30
Check the harbor and docks
2 people

Event

31
Register participants
3 people
32
Hand out team vests
2 people
33
Conduct a safety check
3 people
34
Give the competition briefing
3 people
35
Serve lunch
3 people
36
Guide teams to the boats
4 people
37
Guide boats to the start area
3 people
38
Start the First Race
3 people
39
Guide Race 1
5 people
40
Record Race 1 results
2 people
41
Refill drinks
2 people
42
Serve a short break
2 people
43
Start Race Two
3 people
44
Facilitate Race 2
5 people
45
Record Race 2 results
2 people
46
Guide Boats Back to the Harbor
3 people
47
Check boats and sails
3 people
48
Serve snacks
3 people
49
Calculate final score
2 people
50
Prepare awards ceremony
2 people
51
Hold the awards ceremony
3 people
52
Serve dinner buffet
4 people
53
Refill drinks
2 people
54
Collect tableware
2 people
55
Check out participants
2 people

Aftercare

56
Collect buoys and lines
3 people
57
Clean the boats
4 people
58
Clear tables and chairs
4 people
59
Take down party tents
4 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clean the harbor
3 people
63
Publish results online
64
Return borrowed materials
2 people
65
Clear away leftover groceries
2 people
66
Store competition gear dry
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Tableclothsqty 8
Waste binsqty 6

Sports equipment

Sailboatsqty 8
Life jacketsqty 50
Competition buoysqty 8
Anchor linesqty 8
Start flagsqty 3
Finish flagsqty 3
Team bibsqty 50
Whistlesqty 6
Waterproof scoreboardsqty 2
Waterproof scorecardsqty 30
Waterproof route mapsqty 12
Spare paddlesqty 8
Tow linesqty 4
Emergency blanketsqty 20
Waterproof clipboardsqty 6
Spare sailsqty 2
Tarpsqty 8
Life ringsqty 4
Throw linesqty 4
Race numbersqty 8
Prizesqty 3
Medal ribbonsqty 50

Equipment

Walkie-Talkiesqty 4
Megaphone
Laptopsqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Waterproof walkie-talkiesqty 6
Waterproof phone casesqty 10
Stopwatchesqty 4
Calculatorsqty 2
Printer
Binocularsqty 3

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 4
Water jugsqty 6
Gas burnersqty 2
Gas cylindersqty 2
Cooking potsqty 4
Cooling matsqty 8
Towelsqty 12

Catering

Groceries

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 4
Rubber glovesqty 8
Microfiber clothsqty 12
Foldable waste containersqty 6
Litter pickersqty 3

Decorations

Event bannersqty 4
Team table labelsqty 8
Directional signsqty 10
Bib numbersqty 8

Tips

Set the format and rules before inviting people. Decide the number of teams, race structure, scoring method, start procedure and time limits early enough to publish them with the invitations.
Reserve the sailboats before processing registrations. Keep the boat count matched to your planned team size, and inspect every boat and its safety equipment before participants arrive.
Build the safety plan around the actual course. Check permits, prepare life jackets, tow lines, spare paddles and emergency blankets, and assign waterproof walkie-talkies to the people coordinating on the water.
Prepare the race course and shore areas in separate checklists. Lay out competition buoys with anchor lines, mark the start and finish lines, and set up the registration desk, tables, chairs and party tents before the first briefing.
Print race information on waterproof materials before race day. Prepare route maps, competition instructions, team bibs and scorecards, then publish the starting order so crews know where to report and when.

Frequently asked questions

How far in advance should I organise a team sailing race?: Start planning at least 6 to 8 weeks ahead. That gives you time to reserve sailboats, check permits, send invitations, process registrations and make changes if the boat capacity or weather plan changes.
How many boats do I need for a team sailing race?: Base the number on your team size and the boats available for the chosen format. Confirm the final count after registrations close, then keep the group list, starting order and boat allocation consistent.
When should I check the weather for a sailing race?: Check the forecast 48 hours before the race and again on the morning itself. Define in advance who can delay, shorten or cancel the course, and how participants will be informed.
What safety equipment is needed for a team sailing race?: Provide a suitable life jacket for every participant and inspect the boats before launch. Also prepare tow lines, spare paddles, emergency blankets and reliable communication equipment, with a safety briefing before the start.

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.