How to organize a rowing race

Start by fixing the race date and reserving the venue, then work outward from safety and water access. Permits, rescue boats, first-aid cover and a written safety plan need to be in place before you invite clubs and open registration. Once entries are known, build the start groups, publish the start list and print the programme. The details most often missed are power, parking, boat handling and testing timing equipment before crews arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the match date
2 people
2
Reserve competition venue
3
Apply for permits
4
Prepare safety plan
2 people
5
Set the match rules
2 people
6
Invite participating associations
2 people
7
Publish registration form
8
Approach sponsors
2 people
9
Recruit volunteers
2 people
10
Reserve rescue boats
11
Assign judges
12
Arrange first aid coverage
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign starter groups
2 people
16
Publish start list
17
Print competition program
2 people
18
Publish route and accessibility information
19
Create the parking layout
20
Check power supply
2 people
21
Inventory supplies
2 people
22
Check ropes and lines
2 people
23
Test judging equipment
2 people
24
Check the shopping list
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Sort bib numbers
2 people
28
Set out prizes and medals
2 people
29
Inspect the competition area
3 people
30
Receive boats and trailers
4 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up the start and finish line
4 people
34
Lay out buoy line
4 people
35
Set up competition boards
2 people
36
Put up barriers
3 people
37
Set up registration desk
2 people
38
Set up judges' table
2 people
39
Set up the first aid station
2 people
40
Test audio and microphone
2 people

Event

41
Hand out race numbers
3 people
42
Check boats
4 people
43
Welcome rowers
3 people
44
Give the jury briefing
2 people
45
Give the safety briefing
3 people
46
Serve coffee and tea
2 people
47
Announce starting order
48
Position rescue boats
4 people
49
Start first heats
4 people
50
Record split times
3 people
51
Monitor safety on the water
4 people
52
Process results
2 people
53
Refill drinks
2 people
54
Serve sandwiches and snacks
3 people
55
Empty trash bins
2 people
56
Start the finals
4 people
57
Check finish results
3 people
58
Prepare awards ceremony
3 people
59
Support awards ceremony
3 people
60
Serve evening catering
4 people
61
Publish final results
62
Operate music and lighting
63
Check out boats and trailers
3 people
64
See participants off
2 people

Aftercare

65
Remove buoys and lines
4 people
66
Gather competition materials
4 people
67
Take down tents
4 people
68
Clear tables and chairs
4 people
69
Wash dishes
3 people
70
Clean the grounds
5 people
71
Dispose of waste separately
2 people
72
Switch off equipment
2 people
73
Lock up the venue
2 people
74
Return rented equipment
2 people
75
Store leftover stock
2 people
76
Send results to clubs
77
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
Judges' table
Bar stoolsqty 4
Bollardsqty 20
Barrier tapeqty 6

Sports equipment

Competition buoysqty 24
Mooring linesqty 8
Start flagsqty 3
Finish flagsqty 2
Bib numbersqty 80
Life jacketsqty 20
Throw linesqty 6
Paddlesqty 8
Rescue boatsqty 2
Spare strapsqty 12
Boat supportsqty 10
Rowboat cartsqty 8
Prizesqty 24
Medalsqty 24
Reusable cupsqty 6

Equipment

Laptopqty 2
Tabletsqty 4
Stopwatchesqty 8
Walkie-talkiesqty 10
Megaphone
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Cable reelsqty 3
Flashlightsqty 6
Notice boardsqty 3
Whiteboardsqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Water jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Soup potsqty 2
Serving spoonsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4
First aid kitsqty 2
Fire extinguishersqty 3

Decorations

Competition postersqty 20
Direction signsqty 12
Stage backdrop

Catering

Groceries

Tips

Set the date and venue first, then allow enough lead time for permits and the safety plan. Do not open registration until you know the course, access arrangements and emergency response are workable.
Book rescue boats and first-aid cover before confirming the race programme. Check that crews will have life jackets, throw lines and working radios available where they are needed.
Close registration early enough to process entries, collect dietary requirements and assign start groups. Publish the start list before race day so clubs can check names and timings.
Walk through the site as an arrival map, not just as a course: mark parking, boat unloading, spectator routes and restricted areas. Bollards, barrier tape and tents should be positioned before officials and crews arrive.
Test the jury laptop, tablets, stopwatches, microphones and radios together on site. Check extension cords, cable reels, power strips and power banks in advance; a missing power connection can delay the first start.

Frequently asked questions

How long does it take to organize a rowing race?: Allow at least 8 to 12 weeks for a small race, and longer if permits, sponsors or several clubs are involved. Set the date and reserve the venue first, then schedule safety, entries and equipment checks against that deadline.
When should rowing race registration close?: Close registration about 10 to 14 days before the race. That gives you time to process entries, collect dietary requirements, assign start groups and publish the start list without rushing.
How many rescue boats are needed for a rowing race?: The number depends on the course length, water conditions and local safety requirements, so confirm it in the safety plan with the venue or governing body. Reserve the boats before publishing the final programme, not after entries are complete.
What equipment should be tested before a rowing race?: Test timing devices, the jury laptop and tablets, walkie-talkies, microphones, the megaphone and the sound system at least 1 to 2 days beforehand. Also check buoys, mooring lines, flags, bib numbers, boat supports, carts and spare oars on the final inventory check.

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.