RIB race checklist and organising plan

A RIB race needs more than boats and a start line. You need the venue, competition permit, sailing route and safety plan confirmed before registrations open. This checklist takes you from rescue capacity and insurance to race numbers, participant information, catering and race-day communication. It also covers the details that are often left too late, such as port traffic notices, emergency numbers and printed match forms.

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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

Confirm the competition venue
2 people
Apply for competition permit
Check the sailing route
2 people
Prepare safety plan
2 people
Set the rescue capacity
Reserve RIB boats
Check insurance policies
Draw up participant rules
2 people
Open registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register entry fees
Make the race schedule
2 people
Assign start numbers
Send participant information
Monitor the weather forecast
Inform port traffic
Order catering
Confirm rental items
Compile emergency numbers
Print participant list
Print match forms
Prepare race numbers
2 people
Do the shopping
2 people
Technically inspect boats
2 people
Check batteries and fuel
2 people
Give volunteers a briefing
3 people
Check the venue and route
3 people
Cordon off the area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the start and finish area
4 people
Place buoys and race markers
4 people
Launch the lifeboat
3 people
Set up timing
2 people
Set up registration desk
2 people
Set up catering
3 people
Check safety equipment
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Issue life jackets
3 people
Give the safety briefing
3 people
Guide the RIBs to the start
3 people
Assist with the first race heat
5 people
Guide the second race heat
5 people
Guide the third race heat
5 people
Record split times
2 people
Refill drinks
2 people
Serve snacks and meals
3 people
Guard the start area
2 people
Keep the audience behind the barrier
2 people
Suspend races in unsafe weather
2 people
Check the final results
2 people
Present prizes
2 people
Check participants out
2 people

Aftercare

Take boats out of the water
4 people
Gather competition materials
4 people
Store the buoys and lines
3 people
Take down tents and furniture
5 people
Wash dishes and supplies
3 people
Collect and sort waste
3 people
Clean the grounds
4 people
Hand over the venue empty
2 people
Clean the boats
3 people
Inventory supplies
2 people
Return rental items
2 people
Publish match results

What to bring

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

Sports equipment

RIB boatsqty 6
Lifeboat
Life jacketsqty 30
Water sports helmetsqty 24
Competition buoysqty 12
Anchorsqty 12
Anchor linesqty 12
Paddlesqty 8
Tow linesqty 4
Swim safety linesqty 6
Life ringsqty 4
Water sports whistlesqty 12

Equipment

Walkie-Talkiesqty 6
Walkie-talkiesqty 8
Stopwatchesqty 6
Megaphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 36
High tablesqty 4
Coolersqty 6
Waste binsqty 6
Bar matsqty 2

Decorations

Start flagsqty 6
Finish flag
Warning signsqty 8
Crowd control barriersqty 20
Barrier tapeqty 4
Bib numbersqty 30
Wristbandsqty 40

Tableware

Reusable drinking cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Ice packsqty 24
Fire extinguishersqty 2

Lighting

Work lightsqty 6
String lightsqty 4

Cleaning

Broomqty 3
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 12

Catering

Trophiesqty 3
Medal ribbonsqty 30
Groceries

Tips

Start with the venue, permit and route before inviting competitors. Confirm the competition site and sailing route first, then build the safety plan around the actual waterway and available rescue capacity.
Set a clear safety baseline before booking boats. Check insurance policies, reserve the RIB boats and lifeboat, and confirm life jackets, helmets, tow lines, life rings and communication equipment well ahead of race day.
Close registration in time to make the race schedule useful. Collect dietary requirements and entry fees before assigning start numbers, printing the participant list and sending final participant information.
Do not leave waterway communication until the last week. Inform port traffic once the route and timing are fixed, and compile emergency numbers before the safety briefing and race documents are prepared.
Prepare a separate race-day packing check at least 24 hours beforehand. Count buoys, anchors, anchor lines, flags, stopwatches, walkie-talkies, a megaphone, power banks and printed match forms before loading the equipment.

Frequently asked questions

How early should I apply for a RIB race permit?: Apply as soon as the venue and sailing route are known, preferably several weeks before opening registration. The permit may affect the route, safety plan and communication with port traffic.
How many rescue boats do I need for a RIB race?: There is no universal number: set the rescue capacity from the course length, competitor count, boat speeds and local requirements. Confirm the required capacity before reserving RIB boats and a lifeboat.
When should RIB race registration close?: Close registration early enough to create the race schedule, collect dietary requirements, register entry fees and assign start numbers. Allow at least several days for printing participant lists, race numbers and match forms.
What should I send participants before a RIB race?: Send the route, schedule, start number, participant rules, safety instructions and arrival information once registration is processed. Send the final version at least 3 to 5 days before the race so questions can be resolved.

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.