How to organize a whitewater competition

A whitewater competition starts with permission, safety and a course that can be managed under changing water conditions. Secure the venue and permit first, then build the rescue plan before opening registration. In the final week, confirm participants, judges, volunteers, equipment and catering in one schedule. On race day, inspect the course, check the forecast and water level, brief every safety team member, and set up registration before athletes arrive.

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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
Reserve competition venue
2
Apply for competition permit
3
Inform the water manager
4
Prepare safety plan
2 people
5
Record rescue posts
2 people
6
Publish competition rules
7
Send invitations
2 people
8
Open registration
9
Recruit volunteers
2 people
10
Arrange rescue personnel
11
Assign judges
12
Book catering
13
Process registrations
2 people
14
Collect dietary requirements
15
Make bib numbers
2 people
16
Check participant list
2 people
17
Inspect the course
3 people
18
Check water levels
19
Check the weather forecast
20
Do the shopping
2 people
21
Print start list
22
Prepare the safety briefing
2 people
23
Bring materials to the venue
4 people
24
Cordon off the area
4 people
25
Set up the registration tent
3 people
26
Set up judges' table
3 people
27
Place the course markings
6 people
28
Set up rescue posts
6 people
29
Connect power supply
2 people
30
Test sound system
2 people
31
Set out competition equipment
3 people
32
Set up catering point
3 people

Event

33
Register participants
4 people
34
Hand out race numbers
2 people
35
Carry out materials check
4 people
36
Give the safety briefing
3 people
37
Handle the opening announcement
38
Guide the start groups
4 people
39
Monitor the course
8 people
40
Record times
3 people
41
Receive participants safely
6 people
42
Refill drinks
2 people
43
Serving food
4 people
44
Check results
3 people
45
Set out prizes
2 people
46
Handle prize ceremony
3 people
47
Publish final results
2 people
48
Guide participants at departure
3 people

Aftercare

49
Remove course materials
6 people
50
Clean the grounds
5 people
51
Wash dishes
3 people
52
Collect waste
3 people
53
Take down tents and tables
4 people
54
Switch off equipment
2 people
55
Return materials
4 people
56
Return rented items
2 people
57
Email the results to participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Judges' table
High tablesqty 4
Crowd barriersqty 30
Conesqty 40
Rolls of barrier tapeqty 12
Clothes racksqty 4
Storage binsqty 12

Sports equipment

Course buoysqty 24
Marker flagsqty 30
Start gate
Finish arch
Bib numbersqty 120
Race numbersqty 120
Spare paddlesqty 6
Rescue linesqty 8
Throw linesqty 8
Life ringsqty 6
Helmetsqty 12
Life jacketsqty 12
Wetsuitsqty 8
Rescue kayaksqty 4
Paddlesqty 8
Waterproof walkie-talkiesqty 10
Whistlesqty 12
Thermal labelsqty 20
Medal cupsqty 30
Rescue boardsqty 2
Carabinersqty 20
Helmet lampsqty 8

Equipment

Stopwatchesqty 6
Tabletsqty 4
Laptop
Printer
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 6
First aid kitsqty 4
Emergency blanketsqty 20
Megaphonesqty 2
Waterproof clocksqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
Headlampsqty 12

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Chef platesqty 2
Kettlesqty 3
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Insulated boxesqty 4
Jerry cansqty 8

Catering

Groceries

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 24

Decorations

Competition bannersqty 6
Direction signsqty 12
Prize certificatesqty 30
Medal ribbonsqty 30

Tips

Start with the venue, permit and water manager before sending invitations. Allow at least 6–8 weeks for approvals and confirm who controls access to the river on competition day.
Write the safety plan around the actual course: record every rescue post, assign rescue personnel to each section, and test waterproof walkie-talkies, throw lines and rescue kayaks before the first start.
Open registration only after publishing the competition rules. Close it 3–5 days before the event so you can check the participant list, collect dietary requirements, print the start list and prepare bib numbers.
Inspect the course twice: once during setup and again shortly before racing. Check water levels, weather, buoys, marker flags, the start gate and finish arch; a change in flow may require moving safety positions.
Bring equipment to the venue in separate registration, judging and rescue loads. Set up the registration tent, judges’ table, sound system and power leads early, and keep spare paddles, helmets and life jackets accessible rather than packed away.

Frequently asked questions

How far in advance should I plan a whitewater competition?: Start at least 6–8 weeks ahead. Venue reservations, permits, water-management coordination and rescue staffing usually take longer than equipment setup, so confirm those before opening registration.
How do you make a whitewater competition safe?: Create a course-specific safety plan with recorded rescue posts, trained rescue personnel and tested communication equipment. Recheck the course, water level and weather on the day, then give every official and volunteer a safety briefing before racing starts.
When should registration close for a whitewater competition?: Close registration 3–5 days before the competition. That gives you time to verify the participant list, prepare race numbers and bibs, print the start list, and confirm food requirements with catering.
What needs to be checked on whitewater competition race day?: Check the forecast and water level before setup, then inspect the full course and all safety positions. Test the start and finish equipment, stopwatches, tablets, walkie-talkies and sound system at least 60 minutes before the first start.

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.