How to organize a rowing club open day

Start by fixing the date, programme and approval with the club board before promoting the open day. Then build the safety plan around available instructors, boats, facilities and weather conditions. Registration numbers should drive the rowing schedule, volunteer rota, refreshments and name labels—not the other way around. In the final week, confirm every participant, send practical arrival information and check that safety equipment, route signs and changing facilities 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
Set the date and program
2 people
2
Register open day with the board
3
Create safety plan for rowing
2 people
4
Record instructor availability
5
Make boat reservations
6
Make a reservation for sanitary facilities
7
Check insurance coverage
8
Publish registration form
9
Send invitations
2 people
10
Post promotion on social media
11
Hang posters
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Confirm participants
15
Draw up the rowing schedule
2 people
16
Prepare instructor briefing
17
Assign volunteers
2 people
18
Check the weather forecast
19
Send participant information
20
Check the shopping list
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Print name stickers and forms
25
Prepare route signs
2 people
26
Check the first aid kit
27
Check rescue equipment
2 people
28
Set out boat keys and oars
2 people
29
Open venue
2 people
30
Inspect grounds and dock
2 people
31
Set up tables and chairs
4 people
32
Build party tents
4 people
33
Set up the reception desk
2 people
34
Set up information stands
3 people
35
Hang decorations
3 people
36
Set up lighting
2 people
37
Connect the sound system
2 people
38
Bring rowboats to the dock
4 people
39
Prepare rowing equipment for each boat
3 people
40
Check changing rooms
2 people
41
Check toilets
42
Set up the coffee and tea station
2 people
43
Set up buffet and snacks
3 people
44
Hold a safety briefing
6 people

Event

45
Staff the reception desk
2 people
46
Register visitors
2 people
47
Hand out name stickers
48
Give tours
3 people
49
Provide the rowing demonstration
6 people
50
Instruct trial rowers
4 people
51
Guide test sailings
8 people
52
Crew the rescue boat
2 people
53
Explain safety rules
2 people
54
Provide member information
3 people
55
Serve coffee and tea
2 people
56
Serve snacks
2 people
57
Refill drinks
2 people
58
Empty trash bins
2 people
59
Record membership sign-ups
2 people
60
Announce evening program
61
Restock the buffet
3 people
62
Serve the meal
4 people
63
Provide music
64
Inform last visitors
2 people

Aftercare

65
Return rowing equipment
4 people
66
Clear away food and drinks
3 people
67
Collect tableware
3 people
68
Sort and remove waste
3 people
69
Turn off the sound system
70
Turn off lights
71
Lock up the venue
2 people
72
Take down party tents
4 people
73
Clear tables and chairs
4 people
74
Wash dishes
3 people
75
Clean the grounds
4 people
76
Clean changing rooms
2 people
77
Clean the restrooms
2 people
78
Clean and dry materials
3 people
79
Return borrowed materials
2 people
80
Store leftover stock
2 people
81
Register lost and found items
82
Send thank-you message to visitors
83
Follow up with interested parties
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
High tablesqty 4
Changing room benchesqty 6
Clothes racksqty 4
Crowd control barriersqty 12
Tableclothsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 80
Serving spoonsqty 8
Serving traysqty 8
Soup ladlesqty 4

Sports equipment

Rowing boatsqty 8
Beltsqty 24
Manual rowing oarsqty 8
Life jacketsqty 30
Life ringsqty 4
Throw linesqty 4
Paddlesqty 6
Spare signboardsqty 4
Waterproof storage binsqty 8
Bib numbersqty 40
Stopwatchesqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Walkie-talkiesqty 8
Non-slip matsqty 8

Equipment

Laptop
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 6
Mobile phone chargersqty 4

Decorations

Buntingqty 8
Rowing club bannersqty 4
Balloonsqty 100
Plantersqty 6
Name stickersqty 120
Pensqty 30
Information boardsqty 10
Directional signsqty 12
Directional signsqty 10

Lighting

LED lampsqty 10
Light Stripsqty 4
Batteriesqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Pliersqty 6
Small bowlsqty 20
Measuring cupsqty 2
Ice packsqty 24

Cleaning

Broomqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 8
Litter pickersqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Allow time between rowing sessions for returning boats, instructor handovers and fitting life jackets; otherwise one delayed group can disrupt the whole day.
Check instructor availability before promising trial sessions. Record who can supervise each activity, then assign volunteers to registration, route guidance, refreshments and equipment support rather than leaving these roles until the morning.
Use registrations to prepare the day properly. Collect dietary requirements, confirm attendees, print name labels and bib numbers, and create a rowing schedule with group sizes that match the available boats and instructors.
Complete the safety and facility checks at least one week beforehand. Confirm insurance coverage, reserve sanitary facilities, inspect life jackets, life rings and throw lines, and decide where first aid kits and emergency blankets will be kept.
Prepare for visitors who arrive by car or on foot. Put up route signs and spare signboards, mark restricted areas with barriers, and send arrival instructions before the event; also check the forecast the day before and have a clear weather decision process.

Frequently asked questions

How far in advance should I plan a rowing club open day?: Start planning at least 6 to 8 weeks ahead. That gives you time to secure board approval, check insurance, reserve boats and facilities, recruit instructors, publish registration and promote the date.
How many rowing instructors do we need for an open day?: Base the number on your session capacity rather than visitor estimates. Assign at least one responsible instructor to every active rowing group, then add volunteers for registration, equipment, route guidance and refreshments so instructors are not pulled away from the water.
When should I send information to open day participants?: Send confirmation and practical arrival information 5 to 7 days before the event. Include the arrival time, programme, clothing guidance, registration process, facilities, weather arrangements and any dietary information you need to verify.
What should I do if the weather is poor on rowing open day?: Check the forecast 48 hours before the event and again on the morning itself. Set a specific go-or-no-go decision time, tell participants how they will be notified, and keep the safety plan, sheltered areas and non-water activities ready.

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