Kayak tour checklist: what to arrange and when

A kayak tour needs more than boats and paddles. You need a confirmed route, launch and finish points, permits, participant details and a clear weather plan before the day starts. This checklist takes you from the first route decision to registration, safety setup, food and transport. Use it to keep the group moving safely and avoid late jobs such as printing maps, checking emergency contacts or preparing spare equipment.

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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

Determine the route and distance
2 people
Reserve the start and finish locations
Apply for any boating permit
Reserve kayaks and equipment
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Collect emergency contacts
Check the weather forecast
Set an alternative route
2 people
Print participant list
Print route maps and briefing
Do the shopping
2 people
Inspect kayaks and paddles
2 people
Check safety equipment
2 people
Chill food and drinks
2 people
Unregister participants if they are unable to attend
Check weather and sailing conditions
2 people
Transport kayaks to the start
3 people
Mark off the starting area
2 people
Set up tables and tent
3 people
Set up the registration desk
2 people
Prepare safety equipment
2 people
Set out coffee and tea
2 people

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
2 people
Explain paddling and swimming technique
2 people
Give the safety briefing
2 people
Distribute kayaks and life jackets
3 people
Launch the group safely into the water
3 people
Lead the front group
2 people
Guide the rear group
2 people
Hand out water and snacks
2 people
Check weather conditions en route
Ensure the group arrives safely
3 people
Collect kayaks and life jackets
3 people
Serve soup and bread
3 people
Refill drinks
2 people
See participants off
2 people

Aftercare

Load kayaks and equipment
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the grounds
3 people
Take down tables and tent
3 people
Let kayaks and equipment dry
2 people
Clean and inventory the equipment
2 people
Return borrowed equipment
2 people
Store leftover food

What to bring

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

Sports equipment

Kayaksqty 20
Paddlesqty 22
Life jacketsqty 24
Spare paddlesqty 2
Throw linesqty 2
Tow linesqty 2
Hand pump sprayersqty 2
Whistlesqty 24
Waterproof route mapsqty 4
Waterproof phone casesqty 4
Dry bagsqty 24
Reflective vestsqty 6
First aid kitsqty 2

Furniture

Party tent
Tablesqty 4
Chairsqty 12
Waste binsqty 3

Tableware

Reusable cupsqty 30
Bowlsqty 25
Platesqty 25
Cutlery setsqty 25

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving spoonsqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 4

Equipment

Waterproof walkie-talkiesqty 4
Power banksqty 3

Lighting

Rechargeable lampsqty 6

Cleaning

Washing-up tubsqty 2
Hand broomsqty 2
Mop
Tea towelsqty 12

Catering

Groceries

Tips

Confirm the route, distance and finish point before inviting people. A route with no agreed take-out location makes transport, timing and participant information difficult to organise.
Set a registration deadline early enough to collect dietary requirements and emergency contacts. Send the final participant information after registrations close, including the meeting point, route distance and what to bring.
Check boating permits and location reservations before booking the kayaks. Launch and finish sites may have different rules, so confirm both rather than arranging only the starting area.
Prepare waterproof route maps, a printed participant list and the safety briefing before the event day. Keep copies in dry bags and make sure walkie-talkies, phones and power banks are charged.
Check the forecast twice: once during the planning week and again on the day. Keep an alternative route ready, and inspect kayaks, paddles, life jackets and safety equipment before participants arrive.

Frequently asked questions

How far in advance should I plan a kayak tour?: Start at least 4 to 6 weeks ahead if you need permits, launch reservations or equipment rental. Close registrations several days before the tour so you can prepare the participant list, emergency contacts and dietary information.
How many spare paddles do I need for a kayak tour?: Plan at least 1 spare paddle for every 10 kayaks, with a minimum of 2 spare paddles for a larger group. Store them where the group leader or safety boat can reach them quickly.
When should I check the weather for a kayak tour?: Check the forecast about 7 days before the tour to decide whether the route is realistic, then check again the evening before and on the morning itself. Set the alternative route before participants arrive.
What should I prepare on the morning of a kayak tour?: Allow at least 2 hours before departure to transport the kayaks, mark the launch area, set up registration, prepare safety equipment and lay out drinks. Keep the participant list and emergency contacts at the registration desk.

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.