Kayak race checklist: organise every stage

A kayak race needs more than boats and a start line. You must secure the venue, define the race format, mark the course and prepare a safety plan before inviting participants. Registrations then drive your start groups, bib numbers, volunteer roles and participant information. Use this checklist to keep the practical work in order, from the first venue booking to route checks, timing equipment, refreshments and certificates on race day.

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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

Reserve competition venue
Determine the competition format
2 people
Set out the course route
3 people
Prepare safety plan
2 people
Assign supervisors
Send invitations
2 people
Open the registration form
Publish participant information
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Put together start groups
2 people
Assign start numbers
2 people
Re-inspect route
3 people
Check the weather forecast
Print participant list
Print the starting lists
Prepare certificates
2 people
Do the shopping
2 people
Check sports equipment
3 people
Check first aid supplies
Chill drinks
2 people
Lay out competition clothing
2 people
Prepare coffee and tea
2 people
Prepare sandwiches
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up the catering table
2 people
Place course buoys
4 people
Set up the start and finish line
3 people
Position safety boats
3 people
Test communication radios
2 people
Run a sound check
2 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Hand out kayaks and paddles
4 people
Check life jackets
3 people
Give the safety briefing
3 people
Guide participants to the start
4 people
Start the first round
5 people
Start second heat
5 people
Start the third round
5 people
Record finish times
3 people
Help participants out of the water
4 people
Serve drinks
3 people
Refill drinks
2 people
Serve sandwiches
3 people
Empty trash bins
2 people
Check results
2 people
Prepare awards ceremony
2 people
Announce the winners
2 people
Present prizes
2 people
Inform participants about departure

Aftercare

Move the kayaks into storage
4 people
Remove course buoys
4 people
Empty safety boats
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the catering table
2 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory supplies
2 people
Clean kayaks and paddles
3 people
Let life jackets dry
2 people
Return rented equipment
2 people
Publish results

What to bring

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

Sports equipment

Kayaksqty 24
Kayak paddlesqty 28
Life jacketsqty 30
Spare paddlesqty 6
Course buoysqty 12
Anchorsqty 12
Anchor linesqty 12
Start Line
Finish line
Safety boatsqty 2
Throw linesqty 4
Life ringsqty 4
Whistlesqty 12
Bib numbersqty 80
Bib holdersqty 80
Medal ribbonsqty 10
Medalsqty 10
Certificatesqty 80
Stopwatchesqty 4
Measuring tape
Markersqty 12
Waterproof scorecardsqty 30

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Safety helmetsqty 8
Reflective vestsqty 15
Flashlightsqty 8

Equipment

Communication radiosqty 10
Megaphonesqty 2
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Coolersqty 6

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 40
Bar stoolsqty 6
Clothes racksqty 2
Coat racksqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Pliersqty 6
Thermos flasksqty 6
Bottle openersqty 3
Ice packsqty 24

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Litter pickersqty 2
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Book and inspect the competition venue before opening registration. Confirm that the course can be marked with buoys, anchors and anchor lines, and check where safety boats and supervisors will operate.
Publish the race format, course information, equipment requirements and safety rules with the registration form. Give participants a clear deadline for registration and dietary requirements so start groups can be prepared without last-minute changes.
Build the safety plan around named people, not just equipment. Assign supervisors and volunteers, check radios and communication methods, and place throw lines, life rings, first aid kits and emergency blankets where they can be reached quickly.
Re-check the route and the weather forecast close to race day. Print the participant list and starting lists only after registrations are processed, then prepare bib numbers, waterproof scorecards, stopwatches and markers for the officials.
Arrange food and clothing before the first competitors arrive. Chill drinks, prepare coffee, tea and sandwiches, and put certificates, medals and medal ribbons together so the finish area does not become a storage and paperwork problem.

Frequently asked questions

How far in advance should I open registration for a kayak race?: Open registration at least 3 to 4 weeks before the race. Set a closing deadline 5 to 7 days before the event so you have time to process entries, collect dietary requirements, assign bib numbers and create start groups.
How many safety boats do I need for a kayak race?: The number depends on the course, water conditions and local safety requirements, so confirm it with the venue or governing body. As a planning minimum, assign one clearly identified safety position to every section where a supervisor cannot respond within a few minutes.
When should I check the kayak race weather forecast?: Check the forecast 48 hours before the race and again on the morning of the event. Use those checks to confirm whether the route, safety plan, clothing and start schedule still work; do not wait until competitors are already on the water.
What should I prepare for the kayak race start area?: Have the start line, bib numbers and holders, starting lists, whistles, a megaphone or speakers, stopwatches and waterproof scorecards ready at least 30 minutes before the first start. Keep spare paddles, life jackets and communication radios accessible rather than packed away.

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.