Rowing Marathon Checklist

A rowing marathon needs more than boats and a start line. You must secure the route, permissions and rescue arrangements early, then coordinate registration, volunteers and participant information. On the day, safety equipment, communication devices, weather checks and clearly marked start and finish areas all need to be ready before crews arrive. Use this checklist to work through the planning in order, from the first route decision to the final venue setup.

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

Record date and route
2 people
Reserve start and finish location
Apply for competition permit
Inform the water manager
Prepare safety plan
2 people
Secure lifeboats
Draw up participant rules
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Assign start numbers
2 people
Schedule volunteers
2 people
Determine rescue stations
2 people
Check the weather forecast
Send the route and sailing rules
Check boats and oars
3 people
Sort bib numbers and wristbands
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Bring materials to the venue
4 people
Build the start and finish arch
3 people
Set up tables and chairs
4 people
Set up registration tent
2 people
Build the catering buffet
3 people
Launch lifeboats
4 people
Mark the course
4 people
Set up lighting
3 people
Check safety equipment
2 people
Brief volunteers
2 people

Event

Register participants
4 people
Hand out race numbers
2 people
Assign boats to participants
3 people
Warm up the rowers
3 people
Give the safety briefing
2 people
Set up the starting lineup
4 people
Start the rowing marathon
3 people
Monitor passages and buoys
6 people
Record split times
3 people
Register participants at the finish line
3 people
Receive finishers
4 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Check results
2 people
Set out prizes
2 people
Handle prize ceremony
3 people
Check out the last participants
2 people

Aftercare

Take boats out of the water
4 people
Remove course markings
3 people
Clean up catering
3 people
Wash dishes
2 people
Take down tables and chairs
4 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
3 people
Return borrowed materials
2 people
Send participant results
Register lost and found items

What to bring

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

Sports equipment

Rowing boatsqty 20
Oarsqty 40
Spare paddlesqty 8
Life ringsqty 12
Life jacketsqty 30
Rescue linesqty 6
Buoysqty 18
Anchorsqty 6
Paddle bladesqty 6
Waterproof route mapsqty 12
Bib numbersqty 100
Wristbandsqty 100
Barrier tapeqty 6
Route signsqty 12
Conesqty 20
Whistlesqty 10
Safety vestsqty 20
First aid kitsqty 3
Thermal blanketsqty 20
Flashlightsqty 10

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
High tablesqty 4
Start arch
Finish arch
Registration desk

Equipment

Stopwatchesqty 6
Walkie-talkiesqty 10
Megaphone
Mobile chargersqty 6
Waterproof phone pouchesqty 12
Kettlesqty 2
Coffee machinesqty 2

Lighting

LED construction lightsqty 6
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Serving plattersqty 12

Cleaning

Waste binsqty 10
Cleaning kitsqty 3
Washing-up basinsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the route and record the event date before booking the start and finish locations. Permit applications and water-manager notifications can take several weeks, so do not leave them until registrations open.
Build the safety plan around fixed rescue stations, lifeboats, life jackets, rescue lines and communication points. Give every volunteer a role and a way to contact the coordinator, such as a walkie-talkie or charged phone.
Close registration with enough time to process entries, collect dietary requirements and send confirmations. Assign start numbers before race day so bibs, wristbands and the registration desk are ready when participants arrive.
Send the route map and sailing rules before the event, then repeat the essential instructions at check-in. Waterproof route maps are useful when crews and safety teams are working near the water.
Check the weather forecast on the day before and again on the morning of the marathon. Allow time to inspect boats, oars and spare paddles, chill drinks, prepare snacks and move all materials to the venue before setup begins.

Frequently asked questions

How far in advance should I plan a rowing marathon?: Start route, venue and permit planning several months ahead. Aim to have the safety plan, water-manager notification and rescue arrangements confirmed before opening participant registration.
What safety equipment is needed for a rowing marathon?: Plan boats and oars plus spare paddles, life jackets, life rings, rescue lines, buoys and anchors. The exact quantity depends on the route and field size, but every rescue station should have its assigned equipment before crews launch.
When should rowing marathon registration close?: Close registration early enough to process entries, collect dietary requirements and send confirmations at least 3 to 7 days before the event. This also gives you time to assign start numbers and prepare bibs and wristbands.
When should I check the weather for a rowing marathon?: Check the forecast the day before and again on the morning of the event. Use the result to confirm whether the route, rescue plan, boats and start arrangements can operate safely.

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.