Match Race Sailing Checklist

Organising a match race sailing event takes more than reserving two boats. You need the venue, permit, race format, safety cover and course agreed before registration opens. In the final weeks, participant details, dietary requirements, start times and sponsorship materials need checking. On race day, the harbour, registration desk, communication equipment and start and finish lines must be ready before crews arrive. Use this checklist to work through the plan in the right order.

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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
Apply for competition permit
Set competition format
2 people
Set out the competition course
2 people
Reserve sailboats
Reserve a safety boat
Prepare safety plan
2 people
Send invitations
Open registration
Collect sponsorship materials
2 people
Order prizes and medals
Process registrations
Collect dietary requirements
Finalize the participant list
Publish the start schedule
Check the weather forecast
Do the shopping
2 people
Check sailboats
2 people
Print competition forms
Prepare route signs
2 people
Inspect the harbor and quay
2 people
Set up the race track
4 people
Set up the start and finish line
3 people
Apply Boat Numbers
2 people
Set up the registration desk
2 people
Set up the catering table
2 people
Set up tables and chairs
3 people
Prepare safety equipment
2 people
Test Equipment and Walkie-Talkies
2 people
Prepare snacks and sandwiches
3 people
Chill drinks
2 people

Event

Register participants
3 people
Give welcome briefing
2 people
Give safety instructions
2 people
Announce Boat Assignments
2 people
Assist with the first competition rounds
4 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Support the final rounds
4 people
Check the finish and results
3 people
Handle prize ceremony
3 people
See participants off
2 people

Aftercare

Take boats out of the water
4 people
Remove the race lane
3 people
Wash dishes and glassware
2 people
Collect waste
2 people
Clean the venue
3 people
Check equipment
2 people
Return rented equipment
2 people
Send results and photos

What to bring

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

Sports equipment

Match racing sailboatsqty 4
Safety boat
Competition buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start Line
Finish line
Boat numbersqty 4
Life jacketsqty 20
Throw linesqty 4
Paddlesqty 4
Waterproof storage binsqty 6

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 40
Registration desk
Waste binsqty 6

Equipment

Walkie-talkiesqty 6
Megaphone
VHF radio
Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 4
Work lightsqty 4

Tableware

Reusable drinking glassesqty 120
Reusable platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80
Serving plattersqty 10
Serving spoonsqty 10

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 20

Cleaning

Trash bagsqty 40
Cleaning glovesqty 6
Cleaning clothsqty 12
Bucketsqty 3
Broom setsqty 2
Mopsqty 2

Decorations

Route signsqty 8
Directional signsqty 6
Competition flagsqty 12
Name badgesqty 100
Tableclothsqty 8

Catering

Groceries

Tips

Start with the venue, permit and race format. Confirm the competition area and sailing dates before you reserve boats or publish invitations.
Book the safety boat early and complete the safety plan before registration opens. Check that life jackets, throw lines, paddles and communication equipment are available for the full event.
Close registration early enough to publish a reliable start schedule. Allow at least 48 hours to verify the final participant list, dietary requirements and contact details.
Inspect the harbour and quay before event day, then mark the race track with buoys, anchors and anchor lines. Set up the start and finish lines only after the course layout has been checked from the water.
Prepare the registration desk, printed competition forms, boat numbers and waterproof storage before crews arrive. Keep laptops, printers, radios and spare power equipment protected from spray and rain.

Frequently asked questions

How far in advance should I organise a match race sailing event?: Start venue, permit and boat arrangements at least 8 to 12 weeks before the event. Open registration only after the competition format, safety plan and sailing area are confirmed.
How many boats do I need for match race sailing?: A match race requires two comparable sailboats on the course at the same time. Reserve at least one additional option if a boat becomes unavailable during inspection or on race day.
When should I publish the match race start schedule?: Publish the start schedule after registration has closed and the participant list is final. A practical deadline is 24 to 48 hours before the first race, leaving time to correct contact or dietary information.
What safety equipment is needed for a match race sailing event?: Plan a safety boat, life jackets, throw lines, paddles and reliable radio communication. Check every item before boats launch and keep the safety plan available at the registration desk and on the water.

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.