Model Boat Race Checklist

A model boat race needs more than boats and a stretch of water. You must secure the venue, confirm permission and insurance, define race classes, register participants and prepare a safe, clearly marked course. This checklist puts the work in a practical order, from the first venue arrangements to charging batteries and briefing volunteers on race day. It also covers the details that are easy to leave until the last minute, such as start orders, spare parts, participant information and timing 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

Reserve competition venue
Apply for competition permit
Inform the water manager
Check insurance
Draw up competition rules
2 people
Determine race classes
2 people
Publish registration form
Send invitations
2 people
Hang up promotion
2 people
Process registrations
Check participant details
Collect dietary requirements
Schedule volunteers
2 people
Confirm judges
Develop safety plan
2 people
Mark out the course
2 people
Create the start order
Assign competition numbers
Order prizes and medals
Order catering
Check the weather forecast
Inform participants again
Do the shopping
2 people
Check boats and batteries
3 people
Charge batteries
2 people
Set out prizes
Assemble participant packs
2 people
Store catering chilled
2 people
Load equipment
3 people
Inspect the site
2 people
Mark parking route
2 people
Set up party tents
4 people
Set up tables and chairs
4 people
Mark off the course
4 people
Place buoys in the water
3 people
Set up the start and finish line
3 people
Set up judges' table
2 people
Set up registration desk
2 people
Connect power supply
2 people
Test sound system
2 people
Hang decorations
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Place safety equipment
3 people
Display the boats
2 people

Event

Open registration desk
2 people
Receive participants
3 people
Technical inspection of boats
3 people
Give the safety briefing
2 people
Clear the racetrack
3 people
Start races
3 people
Record lap times
3 people
Take boats out of the water
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Inform the audience
2 people
Announce finalists
Final sailing
4 people
Check the winners
2 people
Handle prize ceremony
3 people
See participants off
2 people
See the audience out
3 people

Aftercare

Remove buoys from the water
3 people
Shut down race equipment
2 people
Clear tables and chairs
4 people
Take down tent materials
4 people
Wash dishes
3 people
Clean the grounds
4 people
Collect waste
3 people
Load boats and batteries
3 people
Inventory supplies
2 people
Clean and dry the equipment
3 people
Return rental equipment
2 people
Publish results

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Judges' table
Registration desk
High tablesqty 6
Storage cratesqty 12
Parasol basesqty 6

Equipment

Timing clocksqty 4
Stopwatchesqty 6
Walkie-talkiesqty 8
Laptop
Printer
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Battery chargersqty 12

Sports equipment

Model boatsqty 20
Spare propellersqty 30
Spare batteriesqty 20
Competition buoysqty 12
Start flagsqty 3
Finish flag
Race number stickersqty 30
Mooring linesqty 12
Measuring tapeqty 2
Waterproof storage casesqty 6
Model boat standsqty 20
Backup controlsqty 3
Tool casesqty 3

Safety

Life ringsqty 3
Throw linesqty 3
Life jacketsqty 8
First aid kitsqty 2
Waterproof flashlightsqty 4
Non-slip matsqty 8
Crowd control barriersqty 20
Warning signsqty 8
Safety vestsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Competition postersqty 10
Tableclothsqty 8

Lighting

LED light stringsqty 6
Work lightsqty 4
Battery lanternsqty 6

Cleaning

Bucketsqty 4
Floor squeegeesqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Start with the venue, permit and water manager: aim to have these confirmed before publishing registration, because a change of water or date affects the course, safety plan and participant information.
Set registration and race administration deadlines at least one week before the event. That gives you time to check participant details, assign competition numbers, create race classes and produce the start order.
Build the safety plan around the actual course, not just the venue. Mark the competition buoys, identify how boats will be recovered, and brief volunteers using walkie-talkies before the first race.
Test every boat, control and battery before race day, then charge the batteries the evening before. Pack spare propellers, spare batteries, backup controls and waterproof storage cases rather than relying on one working setup.
Prepare the registration desk, judges' table and timing equipment before participants arrive. Print the start order and have stopwatches, timing clocks, race number stickers, flags and a microphone ready at the course.

Frequently asked questions

How far in advance should I organise a model boat race?: Start venue, permit, water-manager and insurance arrangements at least 8 to 12 weeks before the race. Open registration only after the date, venue and basic safety conditions are confirmed.
When should I publish the model boat race registration form?: Publish it about 6 weeks before the event and close registration 7 days before race day. Use the final week to check participant details, dietary requirements, competition classes and race numbers.
How many spare batteries and propellers do I need for a model boat race?: Plan at least 1 spare battery and 1 spare propeller for every competing boat, plus backup controls for the event. Test the spares before the race and charge all batteries the evening before.
What should I check on the morning of a model boat race?: Allow 2 to 3 hours before the first start to mark the course, set up tables and registration, test the sound system and timing equipment, and brief judges and volunteers. Check the weather again before launching any boats.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.