How to organise a wingfoil competition

Start by fixing the venue, competition format and safety plan before opening registration. Water and wind rules affect the course, categories, rescue cover and schedule, so confirm them early with the relevant authorities. Then build the operational team: judges, rescue crew and volunteers, followed by registrations, sponsors and participant communications. In the final week, check the forecast, prepare the course equipment and publish a realistic match schedule with clear start and finish areas.

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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
Define the competition format
3 people
3
Prepare safety plan
2 people
4
Apply for competition permit
5
Check water and wind rules
2 people
6
Set start and finish area
2 people
7
Determine race categories
2 people
8
Publish registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Process registrations
2 people
12
Check participant details
2 people
13
Collect dietary requirements
14
Assign volunteers
2 people
15
Confirm judges
16
Confirm rescue crew
17
Check reservations
18
Arrange prize money and prizes
2 people
19
Make bib numbers
2 people
20
Send participant letter
21
Check the weather forecast
22
Draw up the match schedule
2 people
23
Do the shopping
2 people
24
Collect prizes and medals
25
Check competition materials
3 people
26
Test buoys and lines
3 people
27
Charge electronics
2 people
28
Print the starting lists
29
Clear the venue
4 people
30
Build party tents
4 people
31
Set up tables and chairs
4 people
32
Set up registration desk
2 people
33
Set up catering point
3 people
34
Fill coolers
2 people
35
Mark out the competition area
4 people
36
Set up the start and finish buoys
4 people
37
Set up windsocks and flags
2 people
38
Launch the rescue boat
3 people
39
Check the rescue boat
2 people
40
Set up jury table and timekeeping
3 people
41
Test sound system
2 people
42
Prepare competition briefing
2 people

Event

43
Staff the registration table
2 people
44
Register participants
3 people
45
Hand out race numbers
2 people
46
Material and safety check
3 people
47
Hold the participant briefing
3 people
48
Lead the warm-up round
4 people
49
Start first heat
5 people
50
Record race results
3 people
51
Keep the rescue boat on standby
3 people
52
Run the heats
5 people
53
Measure wind and water
2 people
54
Publish interim results
2 people
55
Serve drinks
3 people
56
Refill drinks
2 people
57
Serve snacks
3 people
58
Empty trash bins
2 people
59
Announce the final
2 people
60
Lead the final
5 people
61
Check the final standings
3 people
62
Hold the awards ceremony
3 people
63
Inform participants about departure
2 people

Aftercare

64
Collect competition equipment
4 people
65
Remove buoys and lines
4 people
66
Remove the rescue boat from the water
3 people
67
Clean up catering
3 people
68
Wash dishes
2 people
69
Take down tables and chairs
4 people
70
Take down party tents
4 people
71
Clean the venue
4 people
72
Dispose of waste
2 people
73
Publish results
74
Thank participants
75
Clean equipment
3 people
76
Let equipment dry
2 people
77
Return rental items
2 people
78
Archive competition records
79
Handle deposit and lost and found
2 people

What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 2
Catering tablesqty 4
Chairsqty 40
Judges' table
Folding chairsqty 6

Sports equipment

Competition buoysqty 12
Anchor linesqty 12
Anchorsqty 12
Windsocksqty 4
Competition flagsqty 8
Bib numbersqty 40
Start number vestsqty 40
Spare finsqty 4
Spare leashesqty 6
Paddlesqty 3
Life ringsqty 4
Throw linesqty 4
Life jacketsqty 8
Water shoesqty 6

Equipment

Rescue boat
Outboard motor
VHF radioqty 2
Walkie-talkiesqty 6
Anemometerqty 2
Stopwatchesqty 6
Tabletsqty 3
Laptopsqty 2
Mobile printer
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Speakersqty 2
Microphone
Spare batteriesqty 24
First aid kit
Emergency lightingqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Knivesqty 6
Pliersqty 4
Food warmersqty 4

Decorations

Stage curtain
Bannersqty 6
Directional signsqty 10
Chalkboardsqty 4
Tableclothsqty 8

Lighting

LED work lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the permit, water rules and wind limits before advertising the event. Allow at least 4–6 weeks for approvals, because a late restriction can force you to change the venue or format.
Set the start and finish areas only after checking expected wind direction and rescue access. Mark the course with competition buoys, anchor lines, anchors, windsocks and flags, and keep a spare setup ready.
Close registration several days before competition day and verify every participant’s details, category and dietary requirements. This gives you time to make bib numbers, start number vests and the participant letter without last-minute corrections.
Assign named people to registration, judging, rescue and communications rather than relying on general volunteers. Keep walkie-talkies or a VHF radio with the rescue crew, and test every device before competitors arrive.
Prepare a weather decision deadline and communicate it to participants. On the day, check the forecast and wind with an anemometer, then confirm whether the schedule, course and rescue plan still work before launching the first heat.

Frequently asked questions

How far in advance should I plan a wingfoil competition?: Start venue, permit and safety planning at least 6–8 weeks before the event. Open registration only after the format, categories, water rules and rescue arrangements are sufficiently confirmed.
How many rescue crew members do I need for a wingfoil competition?: There is no single number for every course; it depends on the water area, competitor count and local rules. Set the minimum with the authority or safety lead, and confirm the rescue boat, outboard motor, life jackets, throw lines and communication equipment at least 1 week beforehand.
When should registration close for a wingfoil competition?: Close registration 3–7 days before the first race. That leaves time to check participant details, assign race categories, print bib numbers and prepare the match schedule.
What safety equipment is needed for a wingfoil competition?: Plan for a rescue boat with a working outboard motor, VHF radio or walkie-talkies, life rings, throw lines and life jackets. Add spare fins, spare leashes and paddles, and inspect the full safety setup on the morning of the event.

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