Rowing club open day checklist

A rowing club open day needs more than boats and visitors. You need a workable session schedule, enough qualified instructors, confirmed facilities and a safety plan that covers every water-based activity. Start by agreeing the date and programme with the club board, then work through registrations, equipment, volunteers and visitor information in that order. The final week is for checking the weather, printing forms and signs, preparing refreshments and confirming that every boat and life jacket is ready.

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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 the date and program
2 people
Register open day with the board
Create safety plan for rowing
2 people
Record instructor availability
Make boat reservations
Make a reservation for sanitary facilities
Check insurance coverage
Publish registration form
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Draw up the rowing schedule
2 people
Prepare instructor briefing
Assign volunteers
2 people
Check the weather forecast
Send participant information
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print name stickers and forms
Prepare route signs
2 people
Check the first aid kit
Check rescue equipment
2 people
Set out boat keys and oars
2 people
Open venue
2 people
Inspect grounds and dock
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception desk
2 people
Set up information stands
3 people
Hang decorations
3 people
Set up lighting
2 people
Connect the sound system
2 people
Bring rowboats to the dock
4 people
Prepare rowing equipment for each boat
3 people
Check changing rooms
2 people
Check toilets
Set up the coffee and tea station
2 people
Set up buffet and snacks
3 people
Hold a safety briefing
6 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name stickers
Give tours
3 people
Provide the rowing demonstration
6 people
Instruct trial rowers
4 people
Guide test sailings
8 people
Crew the rescue boat
2 people
Explain safety rules
2 people
Provide member information
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Record membership sign-ups
2 people
Announce evening program
Restock the buffet
3 people
Serve the meal
4 people
Provide music
Inform last visitors
2 people

Aftercare

Return rowing equipment
4 people
Clear away food and drinks
3 people
Collect tableware
3 people
Sort and remove waste
3 people
Turn off the sound system
Turn off lights
Lock up the venue
2 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the grounds
4 people
Clean changing rooms
2 people
Clean the restrooms
2 people
Clean and dry materials
3 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Send thank-you message to visitors
Follow up with interested parties
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
High tablesqty 4
Changing room benchesqty 6
Clothes racksqty 4
Crowd control barriersqty 12
Tableclothsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 80
Serving spoonsqty 8
Serving traysqty 8
Soup ladlesqty 4

Sports equipment

Rowing boatsqty 8
Beltsqty 24
Manual rowing oarsqty 8
Life jacketsqty 30
Life ringsqty 4
Throw linesqty 4
Paddlesqty 6
Spare signboardsqty 4
Waterproof storage binsqty 8
Bib numbersqty 40
Stopwatchesqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Walkie-talkiesqty 8
Non-slip matsqty 8

Equipment

Laptop
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 6
Mobile phone chargersqty 4

Decorations

Buntingqty 8
Rowing club bannersqty 4
Balloonsqty 100
Plantersqty 6
Name stickersqty 120
Pensqty 30
Information boardsqty 10
Directional signsqty 12
Directional signsqty 10

Lighting

LED lampsqty 10
Light Stripsqty 4
Batteriesqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Pliersqty 6
Small bowlsqty 20
Measuring cupsqty 2
Ice packsqty 24

Cleaning

Broomqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 8
Litter pickersqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Allow time between rowing sessions for crews to return, boats to be checked and the next group to receive a safety briefing.
Record instructor availability before promising session times. Keep a reserve plan for absences, and assign volunteers separately to registration, route signs, refreshments and bank-side supervision.
Make the safety plan specific to the water session. Check insurance coverage, prepare life jackets, life rings, throw lines and first aid kits, and brief instructors and volunteers before visitors arrive.
Send confirmed participants practical information several days ahead: arrival time, meeting point, clothing, changing facilities, dietary requirements and what happens if the weather prevents rowing.
Complete the physical setup before the first guests arrive. Put out barriers and route signs, arrange changing-room benches and clothing racks, chill drinks, and keep waterproof storage bins available for forms and equipment.

Frequently asked questions

How far in advance should a rowing club open day be organised?: Set the date, programme and board approval at least 6 to 8 weeks ahead. Open registration early enough to process places, dietary requirements, instructor availability and boat reservations before the final two weeks.
How many instructors do we need for a rowing club open day?: Base the number on your boat capacity, session schedule and the experience level of visitors rather than on total attendance. Confirm availability at least 2 weeks before the event and keep one backup instructor or a reduced-session plan.
What should visitors bring to a rowing club open day?: Tell participants to bring clothing that can get wet, spare clothes, suitable footwear and any personal medication. Send this information at least 3 days before the open day, together with arrival instructions and the weather policy.
When should we check the weather for a rowing club open day?: Check the forecast 72 hours before the event and again on the morning itself. Use the safety plan to decide whether rowing can continue, needs to be shortened or must be replaced by an indoor programme.

Start this plan in Lizzt

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