Offshore Powerboat Race Checklist and Planning Guide

An offshore powerboat race needs more than a course and a starting flag. You must secure the water area, confirm permits, build a safety plan and coordinate rescue cover before competitors arrive. The final week is mostly about turning paperwork into usable race-day materials: start numbers, rules, start lists, radios and signage. Use this checklist to work through the planning in order, from the competition format and participant registration to fuel checks, paddock setup and the weather backup plan.

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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

Set competition format
2 people
Apply for permits
2 people
Reserve water area
Prepare safety plan
3 people
Set out the course
3 people
Determine the start and finish location
2 people
Create paddock layout
2 people
Invite participants
2 people
Publish audience information
2 people
Order sponsor signs
Process registrations
2 people
Assign start numbers
2 people
Send participant letter
Collect dietary requirements
Confirm reservations
Check the weather forecast
Prepare the backup weather plan
2 people
Print the competition rules
Print start lists
Do the shopping
3 people
Check fuel and oil
2 people
Bring materials to the venue
4 people
Sort bib numbers
2 people
Fill coolers
2 people
Fence off the paddock
4 people
Barrier off the public area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up competition tower
3 people
Test marine radios
3 people
Test backup communication
2 people
Place barriers along the course
4 people
Mark the start line
3 people
Mark the finish line
3 people
Check rescue boats
3 people
Set out first aid equipment
2 people
Place fire extinguishers
2 people
Prepare catering
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open registration
3 people
Hand out race numbers
2 people
Give the safety briefing
3 people
Carry out technical checks
4 people
Give skipper briefing
3 people
Inform the audience
2 people
Guide boats to the start
4 people
Carry out the start procedure
4 people
Follow the race live
6 people
Record times
3 people
Guard the safety zone
6 people
Record the finishing order
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check results
3 people
Prepare awards ceremony
3 people
Carry out award ceremony
4 people
Turn on evening lighting
2 people
Serve evening catering
4 people
Conduct the final audience round
2 people
Close off paddock
3 people

Aftercare

Check the course
4 people
Remove buoys from the water
4 people
Switch off equipment
3 people
Clean up catering
3 people
Wash dishes
3 people
Take down tents and furniture
5 people
Collect waste
4 people
Clean the grounds
4 people
Reload materials
4 people
Refuel rescue boats
2 people
Clean equipment
3 people
Return borrowed items
2 people
Publish results
Thank participants
Register lost property

What to bring

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

Furniture

Party tentsqty 4
Folding tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Waste binsqty 12
Beer benchesqty 12
Crowd barriersqty 80
Conesqty 40
Barrier tapeqty 12
Traffic conesqty 20

Equipment

Walkie-Talkiesqty 8
Spare walkie-talkiesqty 4
Megaphoneqty 2
Stopwatchesqty 6
Laptopqty 2
Printer
Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Power banksqty 10
Charging stationsqty 4

Sports equipment

Competition buoysqty 12
Spare buoysqty 4
Start flagsqty 6
Finish flagsqty 4
Signal hornsqty 4
Bib numbersqty 40
Life ringsqty 8
Rescue linesqty 8
Anchorsqty 8
Anchor linesqty 8
Rescue boatsqty 4
Gas cansqty 8
First aid kitsqty 6
Life jacketsqty 20
Helmetsqty 12
Safety vestsqty 20
Work glovesqty 20
Fire extinguishersqty 8
Towing cablesqty 4
Mooring linesqty 12
Fenderballsqty 16
Emergency blanketsqty 20
Waterproof bagsqty 12
Binocularsqty 4
Measuring tapesqty 3
Cable reelsqty 4

Decorations

Sponsor bannersqty 20
Directional signsqty 20
Program flyersqty 500
Bib numbersqty 6

Lighting

LED lampsqty 12
Light standsqty 6
Battery lanternsqty 10

Tableware

Reusable cupsqty 250
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 100
Pouring jugsqty 12
Thermos flasksqty 8

Kitchen

Coolersqty 10
Ice containersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Pliersqty 8
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Gas burnersqty 3
Gas cylindersqty 3

Cleaning

Mopsqty 6
Bucketsqty 6
Broom setsqty 4
Trash grabbersqty 4
Hand sanitizer pumpsqty 8
Paper dispensersqty 4
Trash bag holdersqty 12

Catering

Groceries

Tips

Set the competition format and start-finish location before publishing participant information. The course layout, start numbers, rules and safety briefing all depend on these decisions.
Treat permits, the reserved water area and the safety plan as early deadlines rather than last-minute administration. Allow several weeks for approvals and keep the backup weather plan ready before the forecast becomes a problem.
Prepare communications in layers for race day: test the main walkie-talkies, keep spare units charged, and have a megaphone, microphone and signal horns available if radio contact fails.
Prepare at least one spare buoy for every section of the course that cannot be reached quickly. Check anchors, anchor lines, rescue lines, life rings and rescue boats before bringing competitors onto the water.
Do the final equipment and fuel check on the day before the race. Print the competition rules and start lists, charge power banks, fill coolers, and fence off the paddock before arrivals begin.

Frequently asked questions

How far in advance should I apply for an offshore powerboat race permit?: Start the permit process several weeks before the race, because approval may depend on the water area, safety plan and local requirements. Do not publish the final event details until the permit and course area are confirmed.
What safety equipment is needed for an offshore powerboat race?: Plan for rescue boats, life rings, rescue lines, anchors and anchor lines, plus reliable walkie-talkies and spare radios. Check every item at least one day before the race and confirm who operates each rescue position.
When should I send the participant letter and start lists?: Send the participant letter once registrations, start numbers and key race details are confirmed. Print the final start lists and competition rules on the day before the event, then keep spare copies at registration and race control.
What should I do if the weather changes on race day?: Check the forecast the day before and again on the morning of the race. Set a specific decision time for postponement, cancellation or a backup format, and communicate that deadline to participants, officials and the audience.

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.