How to organise a water sports camp

Start by fixing the programme, venue and sailing area before opening registration. A water sports camp needs more than kayaks and paddleboards: you also need qualified instructors, group assignments, medical details and a clear emergency route. Build the day around equipment checks, safety briefings and regular breaks on land. Prepare food, changing areas and waterproof storage before participants arrive, then keep a weather-based alternative ready instead of making decisions on the day.

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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 the date and program
2 people
2
Reserve the venue and sailing area
3
Reserve water sports equipment
4
Confirm guides and instructors
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Check medical information
2 people
10
Check emergency contacts
2 people
11
Assign participant groups
2 people
12
Prepare the escort briefing
2 people
13
Check the weather forecast
14
Prepare the backup rain program
2 people
15
Do the shopping
3 people
16
Check watersports equipment
3 people
17
Check safety equipment
2 people
18
Print participant information
19
Print emergency numbers and route
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Assemble lunch packs
3 people
23
Inspect the grounds
2 people
24
Set up tables and benches
3 people
25
Set up registration desk
2 people
26
Set up changing rooms
3 people
27
Set up water sports stations
5 people
28
Mark the safety zone
2 people

Event

29
Receive participants
4 people
30
Register attendance
2 people
31
Hand out wristbands
2 people
32
Serve welcome drinks
2 people
33
Give the safety briefing
4 people
34
Check swimming ability
4 people
35
Distribute life jackets
4 people
36
Give kayak and canoe instruction
4 people
37
Give SUP instruction
4 people
38
Lead the first water sports round
6 people
39
Refill drinks
2 people
40
Hand out fruit and snacks
2 people
41
Lead the second water sports round
6 people
42
Set up the dinner buffet
4 people
43
Serve dinner
5 people
44
Serve diet meals
2 people
45
Supervise the evening game
4 people
46
Serve hot drinks
2 people
47
Check out participants
3 people
48
Collect life jackets
4 people

Aftercare

49
Gather Water Sports Equipment
5 people
50
Rinse and dry the materials
4 people
51
Collect waste
3 people
52
Wash dishes and kitchen equipment
3 people
53
Clear away the tables and benches
3 people
54
Clean the changing rooms
2 people
55
Clean the grounds
3 people
56
Record stock and damage
2 people
57
Return rented equipment
3 people
58
Sort lost property
59
Return lost property
60
Share participant photos

What to bring

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

Furniture

Foldable tablesqty 8
Folding benchesqty 10
Folding chairsqty 12
Party tentsqty 3
Changing room tentsqty 2
Coat racksqty 4

Sports equipment

Kayaksqty 12
Paddlesqty 16
Stand-up paddleboardsqty 10
SUP paddlesqty 12
Canoesqty 4
Canoe paddlesqty 10
Youth life jacketsqty 35
Adult life jacketsqty 10
Water balloonsqty 12
Water polo goalsqty 2
Team armbandsqty 40
Waterproof storage bagsqty 12
Wet floor rollsqty 4

Safety

First aid kitsqty 2
Life ringsqty 4
Throw linesqty 4
Whistlesqty 8
Waterproof walkie-talkiesqty 6
Flashlightsqty 6
Barrier tapeqty 4
Conesqty 20
Waterproof phone casesqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 10
Pliersqty 4
Measuring cupsqty 2

Equipment

Kettlesqty 2
Gas barbecuesqty 2
Gas cylindersqty 2
Extension cordsqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Registration

Registration sign
Name stickersqty 60
Waterproof markersqty 12
Wristbandsqty 60
Clipboardsqty 6
Pensqty 30
Waterproof document sleevesqty 20

Cleaning

Waste binsqty 8
Reusable cleaning clothsqty 20
Bucketsqty 6
Hand broomsqty 3
Floor squeegeesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the schedule before inviting people, including arrival, registration, safety briefing, water sessions, lunch and collection time. Allow at least 15 minutes between activities for equipment changes and group movement.
Close registration early enough to process dietary, medical and emergency-contact information. A practical deadline is 7 days before camp, so groups and instructor ratios can be finalised.
Assign participants to groups before the day starts and match each group with an instructor or guide. Keep the group list, emergency numbers and route details at the registration table and with the escort team.
Check every kayak, canoe, paddleboard, paddle and life jacket before participants arrive. Fit youth and adult life jackets separately, and keep rescue equipment, whistles, throw lines and first aid kits accessible at the water’s edge.
Prepare lunch packs, snacks and chilled drinks before the first session, with reusable cups and plates ready. Set up tables, benches, changing tents and waterproof storage on land so wet equipment and personal belongings do not end up in the registration area.

Frequently asked questions

How far in advance should I organise a water sports camp?: Reserve the location, sailing area, instructors and equipment at least 6 to 8 weeks ahead. Open registration once the programme and safety arrangements are confirmed, then close it about 7 days before camp.
How many instructors do I need for a water sports camp?: Use the supervision ratio required by your venue, activity provider and local safety rules; do not set one ratio for every group. Finalise group sizes at least 7 days before the event so instructors know exactly who they are supervising.
What should I do if the weather is bad on water sports camp day?: Set a decision point no later than 2 hours before arrival and check the forecast again before each water session. Prepare a complete land-based alternative, and communicate cancellation or programme changes as soon as the decision is made.
When should I check the water sports equipment?: Do a full equipment and safety check on the day before camp, then repeat a quick visual check before the first session. Inspect life jackets, paddles, boats, boards, rescue equipment and waterproof communication devices before they are issued.

Start this plan in Lizzt

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