Merry-Go-Round Boat Race Checklist

A merry-go-round boat race needs more than boats and a start line. You must confirm the route, notify the waterway authority, reserve launch and finish points, and build a safety plan before inviting participants. This checklist takes you from the first date decision through registration, team assignments and race-day setup. It also covers the details that are easy to leave until the last minute, such as waterproof route information, spare paddles, radios, first aid and refreshments.

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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

Record date and route
2 people
Submit waterway notification
Reserve start and finish location
Reserve dinghies and trailers
Prepare safety plan
2 people
Arrange first aid and supervision
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Check permits
Develop route map
2 people
Process registrations
2 people
Collect dietary requirements
Assign teams and bib numbers
2 people
Send participant information
Brief volunteers
2 people
Check the weather forecast
Check the shopping list
Collect prizes and medals
Do the shopping
3 people
Collect the Boats and Equipment
3 people
Prepare race numbers
2 people
Fill coolers
2 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Launch the boats
4 people
Set up the start and finish buoys
4 people
Mark the competition route
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Test sound system
2 people
Check safety equipment
2 people

Event

Open registration
3 people
Receive participants
4 people
Hand out race numbers
2 people
Give the safety briefing
2 people
Guide dinghies to the start
4 people
Start the race
3 people
Record split times
3 people
Monitor safety on the water
4 people
Record the finishing order
3 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Collect waste
2 people
Handle prize ceremony
3 people
Serve farewell drinks
3 people
Take the dinghies out of the water
4 people

Aftercare

Turn off the sound system
2 people
Catering breakdown
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove buoys and route signs
4 people
Clean the grounds
4 people
Wash dishes and glasses
3 people
Take waste to the collection point
2 people
Return borrowed equipment
3 people
Return launches
3 people
Store route signs and materials
2 people
Publish final results

What to bring

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

Furniture

Party tentqty 3
Folding tableqty 8
Folding chairqty 80
Bar stoolqty 10
Waste binqty 8
Registration desk

Sports equipment

Boatqty 12
Spare paddleqty 12
Life jacketqty 90
Life ringqty 6
Rescue lineqty 6
Starting buoyqty 2
Route buoyqty 10
Finish buoyqty 2
Waterproof route mapqty 15
Bib numberqty 12
Stopwatchqty 4
Waterproof writing boardqty 6

Equipment

Two-way radioqty 8
Megaphoneqty 2
Portable speakerqty 2
Extension cordqty 4
Power stripqty 4
Power bankqty 8
Mobile phoneqty 4
Waterproof phone caseqty 8

Lighting

LED lampqty 8
String lightsqty 4

Decorations

Starting flagqty 2
Finish flagqty 2
Route signqty 12
Arrow signqty 20
Prize Glassqty 3
Medalsqty 36

Tableware

Reusable drinking glassqty 120
Coffee cupqty 80
Plateqty 120
Cutlery setqty 120

Kitchen

Cool boxqty 8
Thermosqty 6
Coffee makerqty 2
Kettleqty 2
Serving platterqty 12
Serving tongsqty 8
Cutting boardqty 4
Chef's knifeqty 4
Cooling packqty 24
Bottle openerqty 4
Dishpanqty 3
Kitchen towelqty 12

Cleaning

First aid kitqty 2
Fire extinguisherqty 2
Mopqty 2
Bucketqty 4
Hand brush and dustpanqty 3

Catering

Groceries

Tips

Set the date and route before opening registration. Allow enough time to submit the waterway notification, check permit requirements and reserve both the start and finish locations.
Treat safety as a separate workstream, not a race-day detail. Plan supervision, first aid, rescue equipment and communication between volunteers before teams receive their race information.
Close registration early enough to assign teams and bib numbers, collect dietary requirements and send participant instructions. A deadline of at least 7 days before the race gives you time to correct missing details.
Prepare the route for wet conditions. Use waterproof route maps, clearly marked starting, route and finish buoys, and a waterproof writing board so officials can work even if the weather changes.
Do the final equipment and shopping check 1–2 days before the race. Charge phones, radios and power banks, collect boats and trailers, fill coolers, and prepare coffee, tea and snacks before participants arrive.

Frequently asked questions

How early should I start planning a merry-go-round boat race?: Start at least 8–12 weeks before race day. The route, waterway notification, location reservations, safety plan and participant registration all need to be confirmed before the final week.
When should registration close for a merry-go-round boat race?: Close registration at least 7 days before the race. You need time to process entries, assign teams and bib numbers, collect dietary requirements and send participant information.
What safety equipment is needed for a merry-go-round boat race?: Plan a life jacket for every participant, plus life rings, rescue lines, spare paddles and communication equipment such as two-way radios. Confirm supervision and first-aid arrangements before race day, not on the morning itself.
What should I prepare the day before the boat race?: Complete the shopping and equipment check 1–2 days beforehand. Collect the boats and trailers, prepare race numbers and waterproof route materials, charge communication devices, and make sure coolers, snacks, coffee and tea are ready.

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.