Rafting competition checklist

A rafting competition needs more than rafts and a river. You need permission to use the route, trained rescue support, clear race rules and a reliable way to manage teams on the day. Start with the river inspection and permits, then arrange the venue, parking, volunteers and registrations. In the final week, check the forecast and water level again, test rescue equipment and prepare waterproof race documents so a wet launch does not disrupt the schedule.

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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

Define the competition concept
2 people
Inspect the river route
3 people
Apply for competition permit
Inform Water Management
Reserve the venue and starting point
Reserve the parking lot
Reserve Lifeguard Service
Draw up the competition rules
2 people
Create registration form
Open registration
Send invitations
2 people
Recruit volunteers
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Publish team assignments
2 people
Create the start order
2 people
Print competition cards
Check the route again
3 people
Check the weather forecast
Check water level
2 people
Do the shopping
3 people
Check equipment
3 people
Test rescue equipment
3 people
Sort bib numbers
2 people
Prepare food
4 people
Fill coolers
2 people
Send weather update

Event

Mark off the starting area
4 people
Cord off the finish area
3 people
Set up competition stations
4 people
Set up tents and tables
6 people
Build the catering buffet
4 people
Set up the sound system
2 people
Place signs and route maps
3 people
Prepare rafts and paddles
4 people
Set up the participant desk
2 people
Register participants
4 people
Hand out race numbers
2 people
Issue equipment
4 people
Check Signatures
2 people
Assign officials to stations
6 people
Give the safety briefing
3 people
Guide teams to the start
4 people
Give the opening speech
Start the first round
6 people
Record split times
4 people
Carry out lifeguard coverage
6 people
Serving food
5 people
Refill drinks
3 people
Refill snacks
2 people
Start second heat
6 people
Register finishers
3 people
Collect equipment
4 people
Calculate competition results
2 people
Announce finalists
Start the final
6 people
Safely guide the final
6 people
Check the final results
2 people
Present prizes
2 people
Handle the final drink round
2 people
Check out participants
2 people
Guide the audience to the exit
3 people

Aftercare

Gather competition materials
5 people
Take down tents and tables
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the catering tables
3 people
Leave the venue clean
5 people
Register lost property
Return rented equipment
3 people
Clean rescue equipment
3 people
Let the rafts dry
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 24
Registration deskqty 2
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Raftsqty 8
Paddlesqty 48
Helmetsqty 60
Life jacketsqty 60
Wetsuitsqty 60
Water shoesqty 60
Spare paddlesqty 10
Competition buoysqty 12
Rescue linesqty 8
Throw linesqty 6
Waterproof barrelsqty 8
Whistlesqty 12
Stopwatchesqty 8
Walkie-talkiesqty 10
Emergency blanketsqty 20
Spare helmetsqty 8
Spare vestsqty 8
Waterproof phone casesqty 12
Conesqty 30
Barrier tapeqty 8
Bib numbersqty 100
Safety vestsqty 20
First aid kitsqty 3
AED
Thermal blanketsqty 20

Equipment

Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile phone chargersqty 6
Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Soup ladlesqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Serving tongsqty 8
Water jugsqty 10
Insulated food containersqty 8
Cutting board matsqty 6

Decorations

Buntingqty 8
Competition bannersqty 4
Stage backdrop
Prizesqty 12

Lighting

LED string lightsqty 8
Work lightsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Dish brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Inspect the full river route before opening registration, including the start area, finish, access points and any hazards. Recheck it close to race day because water levels and obstacles can change.
Apply for the competition permit and notify water management early; allow at least 6–8 weeks for approvals if the required processing time is unclear. Reserve the venue, starting point and parking at the same time.
Set a registration deadline at least 7 days before the competition. Use the final list to confirm participants, collect dietary requirements, publish team assignments and create the start order without last-minute changes.
Plan one volunteer for registration and coordination at the start, finish and key route points, plus a separate safety team. Give every coordinator a walkie-talkie and make sure rescue lines, throw lines, first-aid kits and the AED are accessible before teams arrive.
Complete the final equipment and water-safety check 24 hours before the start. Count rafts, paddles, helmets, life jackets and spare items, then keep competition cards, bib numbers and phones in waterproof cases.

Frequently asked questions

How far in advance should I organise a rafting competition?: Begin at least 8–12 weeks before the event. Permits, water-management notification, venue access, lifeguard cover and sponsor or volunteer arrangements can take several weeks, while registration and team assignments follow later.
How many safety volunteers do I need for a rafting competition?: There is no single number without knowing the route and local rules, but assign at least one coordinator at the start, one at the finish and one at every high-risk access point. Keep the rescue service separate from general event volunteers and confirm the required staffing with the relevant authority.
When should I check the river and water level?: Inspect the route once during planning and again 24–48 hours before the competition. Check the water level and weather forecast on the final day, then repeat the check on race morning before launching any raft.
What equipment is easy to forget for a rafting competition?: Organisers often remember the rafts but miss spare paddles, spare helmets and vests, waterproof phone cases, throw lines, whistles and emergency blankets. Prepare a counted equipment list at least 24 hours before the start and test all rescue equipment before participants arrive.

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.