Kayak marathon checklist: what to arrange and when

A kayak marathon needs more than boats and a start line. You have to lock down the route, permissions, water safety, transport, participant information, and volunteer roles before race day. This checklist covers the full sequence, from recording the date and route to preparing kayaks, coolers, documents, and registration desks. Use it to spot the details that are easy to leave until the last week, especially access checks, rescue cover, spare equipment, and weather decisions.

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

Record date and route
2 people
Reserve start and finish location
Arrange permits and notifications
2 people
Prepare safety plan
3 people
Arrange first aid and rescue coverage
Reserve kayaks and paddles
Reserve shuttles and transport
Prepare participant information
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Update participant list
Assign start numbers
2 people
Check the route and access points
3 people
Check water levels and weather forecast
Assign volunteers
2 people
Prepare a volunteer briefing
2 people
Send participant letter
Print permits and documents
Confirm materials and transport
Do the shopping
3 people
Sort bib numbers and wristbands
2 people
Fill coolers
2 people
Prepare kayaks and paddles
4 people
Check the site and access route
3 people
Build the start and finish arch
4 people
Set up registration tables
3 people
Set up paddle checkpoint
2 people
Set up the first aid station
2 people
Set up water stations
4 people
Place route arrows and warning signs
4 people
Place parking and bicycle storage signs
2 people
Build the catering buffet
3 people
Test sound system
2 people
Set up and test lighting
3 people

Event

Open participant registration
4 people
Hand out bib numbers and wristbands
3 people
Hand out kayaks and life jackets
4 people
Give safety instructions
3 people
Guide participants to the start
4 people
Start the kayak marathon
3 people
Guard the start area
4 people
Staff water stations
8 people
Position life boats and canoes
6 people
Register participants and interim standings
3 people
Guide traffic at intersections
4 people
Refill drinks
3 people
Restock fruit and snacks
3 people
Provide first aid
2 people
Check toilets
2 people
Receive finishers
4 people
Hand out the medal and finish pack
3 people
Guide kayak finishers
4 people
Serve the meal and soup
4 people
Process end times
2 people
Award prizes and certificates
3 people
Check the Final Participants
3 people
Close off the finish area
3 people

Aftercare

Collect kayaks and paddles
5 people
Return rescue equipment
4 people
Clear tables and chairs
4 people
Remove signs and directional arrows
4 people
Collect and sort waste
4 people
Wash the dishes and kitchenware
3 people
Clean the grounds and restrooms
4 people
Check rented equipment
2 people
Return rented materials
3 people
Store leftover catering
2 people
Send results and thank-you message
2 people
Handle lost property

What to bring

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

Sports equipment

Tour kayaksqty 45
Spare kayaksqty 5
Kayak paddlesqty 50
Spare paddlesqty 8
Life jacketsqty 55
Helmetsqty 55
Splash tarpsqty 45
Paddle oarsqty 20
Life ringsqty 8
Throw linesqty 8
Life boatsqty 2
Canoes for supervisionqty 3
Waterproof walkie-talkiesqty 12
Waterproof route mapsqty 15
Emergency blanketsqty 20
Flashlightsqty 12
Route arrowsqty 30
Rescue post signsqty 8
Crowd control barriersqty 20
Traffic conesqty 30
Bib numbersqty 60
Bib holdersqty 60
Wristbandsqty 100
Medal ribbonsqty 60
Participant medalsqty 60
Finisher certificatesqty 60
Waterproof notebooksqty 12
Waterproof markersqty 24

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 60
Registration desksqty 3
Waste binsqty 8

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile chargersqty 6
Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Handheld megaphonesqty 2
Stopwatchesqty 6
Laptopsqty 2
Printersqty 2
First aid kitsqty 3
AED

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Bowlsqty 80
Cutlery setsqty 100

Kitchen

Serving spoonsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Thermo boxesqty 6
Water jugsqty 10
Ice packsqty 30

Decorations

Start and finish arch
Buntingqty 8
Event flagsqty 12
Stage-free finish backdrop

Lighting

LED light garlandsqty 6
LED construction lightsqty 6

Cleaning

Handwashing stationsqty 3
Toilet brushesqty 4
Cleaning bucketsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Microfiber clothsqty 30
Litter pickersqty 4
Reusable work glovesqty 12

Catering

Groceries

Tips

Set the date and route before booking equipment. Then reserve both the start and finish locations and check how participants, shuttles, rescue boats, and supplies will reach each access point.
Do not leave permits and safety arrangements until registration opens. Arrange notifications, first-aid and rescue coverage, and a written safety plan early enough to change the route if approval or water conditions become a problem.
Prepare participant information at least 1 week before the marathon. Include the route, start procedure, required safety equipment, transport instructions, arrival time, and what happens if the weather or water level forces a change.
Give volunteers specific jobs rather than a general arrival instruction. Assign people to registration, access points, transport, course supervision, refreshments, and emergencies, then hold a briefing before the start.
Pack race-day equipment in separate, labelled groups for registration, safety, transport, and refreshments. Check spare kayaks and paddles, waterproof radios and maps, throw lines, life rings, coolers, chargers, and printed permits before loading.

Frequently asked questions

How far in advance should I plan a kayak marathon?: Start planning at least 8 to 12 weeks ahead. Record the date and route first, then secure locations, permits, safety coverage, kayaks, transport, and registration before the final 2 weeks.
How many volunteers do I need for a kayak marathon?: The number depends on the route and access points, but assign separate coverage for registration, transport, course supervision, first aid, and refreshments. Finalise the roster at least 1 week before the event so every post has a named person.
When should I check the weather and water levels?: Check them during route planning and again 48 hours before the marathon. Make the final go/no-go decision on the morning of the event using the latest forecast, water level, access conditions, and safety plan.
What should I prepare the day before a kayak marathon?: Sort bib numbers and wristbands, print permits and participant documents, confirm transport, charge waterproof walkie-talkies and mobile chargers, fill coolers, and prepare kayaks and paddles. Complete these checks by the evening before the 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.