How to organise a wakeboard show

Start by confirming the date, water location and rider availability before booking anything else. Then build a timed show programme, register the wakeboarders and assign someone to manage safety on the water. Audience logistics need equal attention: plan parking, viewing areas, registration, catering and power for sound and lighting. Finish with a weather check, equipment inspection and a clear volunteer briefing so the show does not depend on last-minute decisions.

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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 date and location
2 people
2
Prepare show program
2 people
3
Register the wakeboarders
4
Book host
5
Put together the music
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Book catering
10
Hire sound equipment
11
Reserve lighting
12
Check the wakeboard equipment
2 people
13
Develop safety plan
2 people
14
Compile emergency numbers
15
Divide the audience areas
2 people
16
Determine parking route
17
Publish the program
18
Assign volunteers
2 people
19
Place catering order
20
Plan materials transport
21
Check the weather forecast
22
Print participant list
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Set out the wakeboards
2 people
26
Cordon off the audience area
4 people
27
Mark the stage area
2 people
28
Set up tents
4 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up the sound system
3 people
32
Test microphones
2 people
33
Hang lighting
3 people
34
Cover power cables
2 people
35
Set up the catering buffet
3 people
36
Prepare coffee and tea
2 people
37
Prepare snacks
3 people
38
Place information signs
2 people
39
Set up the registration table
2 people
40
Prepare safety equipment
2 people
41
Check life buoys
2 people
42
Give the show briefing
4 people

Event

43
Check in the wakeboarders
2 people
44
Welcome visitors
4 people
45
Explain the program
46
Start the music
47
Guide the first show block
4 people
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Guide the audience
4 people
52
Guard the water zone
3 people
53
Assist the Second Show Block
4 people
54
Play break music
55
Support the third show segment
4 people
56
Prepare the light show
2 people
57
Support the evening show
5 people
58
Answer audience questions
59
Announce the closing
60
Serve the farewell catering
2 people
61
Guide visitors to the exit
3 people

Aftercare

62
Turn off the sound system
2 people
63
Catering breakdown
3 people
64
Collect waste
4 people
65
Wash dishes
3 people
66
Clear tables and chairs
4 people
67
Take down tents
4 people
68
Clean the grounds
4 people
69
Pack wakeboard gear
3 people
70
Storing safety equipment
2 people
71
Return rented equipment
2 people
72
Store leftover stock
2 people
73
Performing final site check
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Clothes racksqty 2

Tableware

Reusable drinking cupsqty 250
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 12
Tongs and serving spoonsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Work lightsqty 4

Sports equipment

Wakeboardsqty 8
Wakeboard helmetsqty 10
Impact Vestsqty 10
Wetsuitsqty 10
Wakeboard ropesqty 8
Spare finsqty 12
Life ringsqty 4
Throw linesqty 2
Waterproof walkie-talkiesqty 6
Barrier buoysqty 20
Spare paddlesqty 2

Decorations

Buntingqty 8
Directional signsqty 8
Program postersqty 12
Information boardsqty 6
Name badgesqty 40

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 4
Spongesqty 10
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Set the running order before publishing invitations. Include rider registration, warm-up time, demonstrations, breaks and a final display, with at least 10 minutes of buffer between major sections.
Treat the safety plan as a separate workstream. Prepare emergency numbers, check helmets, impact vests, wetsuits, ropes and spare fins, and make sure volunteers know who stops the show if conditions change.
Test the sound system, mixer, wireless microphones and music player at the venue before show day. Check every extension cord and power strip, and keep work lights available for setup and pack-down.
Plan the audience route before furniture arrives. Mark parking, registration, viewing areas, catering and access for materials transport so chairs, beer tables and party tents do not block emergency movement.
Order catering only after processing registrations and dietary requirements. Chill drinks in coolers before guests arrive, and set out reusable cups, plates and serving equipment at least 30 minutes before service.

Frequently asked questions

How far in advance should I organise a wakeboard show?: Start at least 8 to 12 weeks ahead. Confirm the date and location first, then book the host, catering, sound and lighting before sending invitations.
How do you make a wakeboard show safe?: Create the safety plan before publishing the programme and inspect all wakeboard equipment on the day. Assign one responsible person to monitor the water, keep emergency numbers visible and stop the show when weather or equipment is unsafe.
How long should a wakeboard show programme be?: Allow 60 to 90 minutes for the main show, depending on the number of riders and breaks. Add at least 10 minutes of buffer between programme sections for changeovers and unexpected delays.
When should I check the weather for a wakeboard show?: Check the forecast 72 hours before the event and again on the morning itself. Use the final check to confirm whether lighting, tents, audience areas and the water programme need adjustments.

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