How to organize a sailing rally

A sailing rally works best when the route, boats and safety plan are fixed before you invite anyone. Start by recording the date and route, reserving boats and berths, and securing separate start and finish locations. Once registrations are in, assign crews, collect dietary requirements and publish the competition rules with clear waypoints. The final week is for checking equipment, printing waterproof route materials and preparing the shore setup—not solving missing boats or radios.

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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
Record date and route
2 people
2
Reserve boats and berths
3
Reserve start and finish location
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Assign participants and crews
2 people
8
Draw up the competition rules
2 people
9
Plan the route and waypoints
2 people
10
Determine the weather scenario
2 people
11
Write safety instructions
2 people
12
Arrange prizes and score sheets
13
Send participant information
14
Check the shopping list
15
Check supplies and equipment
2 people
16
Do the shopping
2 people
17
Print route maps and forms
18
Inspect boats and safety equipment
3 people
19
Chill drinks
2 people
20
Prepare snacks and lunch
3 people
21
Set up tables and chairs
3 people
22
Build party tents
4 people
23
Set up registration desk
2 people
24
Mark route checkpoints
3 people
25
Test sound and walkie-talkies
2 people

Event

26
Register participants
3 people
27
Hand out race numbers
2 people
28
Give the safety briefing
3 people
29
Guide the boats to the start
3 people
30
Start sailing rally
3 people
31
Staff route checkpoints
5 people
32
Register participants and times
2 people
33
Refill drinks
2 people
34
Serve snacks and food
3 people
35
Catch the finishing boats
3 people
36
Calculate the scores
2 people
37
Handle prize ceremony
2 people
38
Lead the evening drinks reception
2 people
39
Ensure participants leave safely
2 people

Aftercare

40
Store leftovers in the fridge
2 people
41
Take down tables and chairs
3 people
42
Take down party tents
4 people
43
Clean dishes and equipment
3 people
44
Collect and remove waste
2 people
45
Check boats and venue
2 people
46
Return rented equipment
2 people
47
Send results and photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Bar stoolsqty 6

Sports equipment

Sailboatsqty 10
Life jacketsqty 40
Spare paddlesqty 10
Buoysqty 12
Anchorsqty 10
Mooring linesqty 20
Tow linesqty 4
Waterproof route tubesqty 10
Waterproof phone casesqty 20
Binocularsqty 4
Life ringsqty 2
Waterproof flashlightsqty 6
Anemometersqty 2

Equipment

Walkie-talkiesqty 8
Megaphone
Bluetooth speaker
Power banksqty 6
Charging cablesqty 8
Stopwatchesqty 4
First aid kitsqty 2

Lighting

LED string lightsqty 4
LED lanternsqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 50
Reusable cutleryqty 50
Serving jugsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Serving traysqty 6

Decorations

Bib numbersqty 40
Route flagsqty 20
Tableclothsqty 8
Prizesqty 3

Cleaning

Waste binsqty 6
Hand soap dispensersqty 3
Towel roll holdersqty 3

Catering

Groceries

Tips

Set the route before opening registration, including the start, finish and every checkpoint. Print route maps and forms, then place them in waterproof route tubes so crews are not relying on phones at sea.
Close registrations early enough to assign crews and boats before sending participant information. Share the weather scenario, safety instructions, meeting point and what each participant needs to know at least 3 days before the rally.
Inspect every boat together with its safety equipment before event day. Count life jackets, life rings, tow lines, mooring lines, spare paddles and waterproof phone cases; do not leave this check until crews are arriving.
Prepare a separate registration desk at the start location and test walkie-talkies, the megaphone and stopwatches before the first briefing. Charge power banks and confirm that every communication device has a matching charging cable.
Plan the shore operation as carefully as the sailing leg. Set up party tents, tables and chairs, mark checkpoints, chill drinks and prepare snacks and lunch before the first boats return, when volunteers are still available.

Frequently asked questions

How far in advance should I organize a sailing rally?: Fix the date, route, boat reservations and start and finish locations at least 6 to 8 weeks ahead. Send invitations once you know the boat capacity, then leave the final 7 days for equipment checks, printing and shopping.
How do you assign crews for a sailing rally?: Process registrations first, then assign participants to boats based on the available capacity and any relevant experience. Send the crew list with the participant information at least 3 days before the event so people can arrive prepared.
What safety equipment do I need for a sailing rally?: Check one life jacket per participant, plus life rings, tow lines, mooring lines, anchors and a first aid kit for the event setup. Add walkie-talkies, waterproof phone cases and waterproof flashlights, and complete the inspection before event day.
What happens if the weather changes on sailing rally day?: Determine the weather scenario before the event and write down the decision point for postponing, shortening or changing the route. Communicate that procedure in the participant information and review it during the start briefing.

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.