Raft race checklist: what to arrange and when

A raft race needs more than barrels, paddles, and a start line. You need a clear registration process, team assignments, competition rules, safety instructions, and enough people to manage the course. This checklist takes you from reserving the venue and checking materials to setting up the registration table, catering point, buoys, finish line, and safety equipment. Use it to spot the jobs people often leave until race morning, especially inspections, missing supplies, and volunteer briefings.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve venue
Arrange safety announcement
Set out the course
3 people
Assign teams
2 people
Draw up competition rules
2 people
Assign volunteers
2 people
Create safety instructions
2 people
Check materials
3 people
Order missing supplies
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Print team overview
Prepare food and drinks
3 people
Inspect the site
3 people
Set up tents
4 people
Set up tables and benches
4 people
Set up the registration table
2 people
Set up catering point
3 people
Prepare raft materials
5 people
Set up buoys and finish line
4 people
Set out safety equipment
3 people
Test sound and lighting
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Distribute life jackets
3 people
Give the safety briefing
3 people
Supervise raft building
6 people
Check the rafts
4 people
Announce the starting order
2 people
Support the first race
8 people
Guide the second race
8 people
Record times
2 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Collect used materials
4 people
Take apart the rafts
5 people
Announce the winners
2 people
Serve the last round
3 people

Aftercare

Clear the venue
6 people
Take down tents and furniture
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Let materials dry
3 people
Clean materials
4 people
Return materials
2 people
Store leftover food
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Benchesqty 12
Chairsqty 20
Coolersqty 6

Sports equipment

Raft framesqty 10
Plastic barrelsqty 40
Paddlesqty 30
Life jacketsqty 80
Water sports helmetsqty 80
Ratchet strapsqty 80
Rope rollsqty 20
Course buoysqty 12
Anchor weightsqty 12
Throw linesqty 6
Whistlesqty 20
Waterproof storage bagsqty 10

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Waterproof walkie-talkiesqty 12

Equipment

Megaphonesqty 2
Stopwatchesqty 4
Battery-powered speakersqty 2
Rechargeable work lightsqty 6
Power banksqty 4

Kitchen

Hot water boilersqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Storage bins with lidsqty 12

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100

Decorations

Buntingqty 8
Team number signsqty 10
Direction arrowsqty 12

Cleaning

Broomqty 4
Bucketsqty 4
Cleaning clothsqty 20
Rubber glovesqty 12

Catering

Groceries

Tips

Set a registration deadline several days before the race so you have time to process entries, collect dietary requirements, assign teams, and print the team overview before setup begins.
Write the safety announcement and competition rules before volunteers arrive. Include where life jackets, helmets, throw lines, first aid kits, and emergency blankets are kept, then brief every volunteer before the first team launches.
Inspect the site before setting out the course. Check the water access, anchor points, finish line, tent locations, and registration and catering areas rather than discovering a problem while participants are waiting.
Prepare raft materials as a separate work station: raft frames, plastic barrels, paddles, ratchet straps, and rope rolls should be checked and grouped before teams start building. Order replacements as soon as the materials check finds a shortage.
Chill drinks and prepare food early enough to serve participants after the race, not only during setup. Keep food, drinks, and equipment in labelled storage bins or coolers so the catering point stays organised when wet teams arrive.

Frequently asked questions

How far in advance should I organise a raft race?: Start planning at least 4 to 6 weeks ahead. Use the first weeks for venue arrangements, invitations, registrations, safety planning, volunteers, and ordering missing materials; reserve the final week for confirmations and printing.
How many volunteers do I need for a raft race?: Plan for at least 6 to 8 volunteers for a small race: registration, start and finish control, course observation, safety cover, catering, and setup support. Add more if teams launch in separate heats or the course is spread across a large area.
What safety equipment is needed for a raft race?: Provide one life jacket and water-sports helmet for every participant, plus throw lines, whistles, first aid kits, emergency blankets, and waterproof walkie-talkies. Set out the safety equipment before participants arrive and include its location in the safety announcement.
When should I set up the raft race course?: Set out buoys, anchor weights, the finish line, and safety equipment on the event day after inspecting the site. Allow at least 2 hours before the first start so you can test the course, check communication, and correct loose or poorly positioned markers.

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.