Rowing race checklist: what to arrange and when

A rowing race needs more than boats, crews and a start line. You must secure permission for the water, coordinate safety cover, set clear race rules and distances, and keep registrations accurate. This checklist takes you from venue and permit arrangements through volunteer briefings, equipment checks and race-day setup. Use it to spot the jobs that are often left too late, such as confirming the lifeboat, printing participant details and sharing the starting lineup.

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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

Reserve competition venue
Apply for competition permit
Inform the water manager
Prepare safety plan
2 people
Set the competition rules
2 people
Set the race distances
2 people
Reserve the start and finish area
Reserve lifeboat
Reserve timing
Reserve photographer
Send invitations
2 people
Publish registration form
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Create the starting lineup
2 people
Assign start numbers
2 people
Send competition information
Schedule volunteers
2 people
Brief officials
3 people
Brief the rescue team
3 people
Order catering
Order prizes and medals
Check the weather forecast
Print participant list
Print the starting lists
Do the shopping
2 people
Collect materials
3 people
Check boats
3 people
Check the straps
2 people
Mark off the venue
3 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the catering counter
3 people
Set up the sound system
2 people
Set up finish arch
3 people
Mark out the track
4 people
Set up the starting line
3 people
Build the finish line
3 people
Test timekeeping
2 people
Launch the lifeboat
3 people
Conduct a safety check
3 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Assign boats
2 people
Give participant briefing
2 people
Lead the warm-up
2 people
Bring boats to the start
4 people
Start the first race
3 people
Supervise races
8 people
Record times
2 people
Check results
2 people
Take boats out of the water
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
Supervise afterparty
3 people
See participants off
2 people

Aftercare

Remove lane markings
4 people
Gather materials
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return the rescue boat
2 people
Return rented equipment
3 people
Clean boats and oars
3 people
Publish results
Send participant thank-yous

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 60
Beer tablesqty 6
Registration desk
Bar stoolsqty 4

Sports equipment

Rowing boatsqty 8
Beltsqty 20
Spare strapsqty 4
Bib numbersqty 40
Lane buoysqty 40
Start flagsqty 2
Finish flagsqty 2
Barrier tapeqty 6
Conesqty 20
Rope rollsqty 6
Life ringsqty 4
Life jacketsqty 12
Water shoesqty 4
Paddlesqty 4

Equipment

Lifeboat
Outdoor speakerqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Stopwatchqty 4
Laptop
Printer
Walkie-talkiesqty 8
Charging stationsqty 2

Lighting

LED construction lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Pouring jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 12
Corkscrewsqty 2
Bottle openersqty 4

Decorations

Finish arch
Competition flagsqty 12
Directional signsqty 8
Name badgesqty 80
Medalsqty 30
Cupsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
First aid kitqty 2
Fire extinguisherqty 2

Catering

Groceries

Tips

Start with the venue, permit and water manager. Confirm these arrangements before publishing registration, because a change to the course or race date affects every later task.
Write the safety plan before finalising the race layout. Include the lifeboat, rescue team, life jackets, life rings, walkie-talkies and a clear method for stopping a race.
Close registration early enough to check participant details, collect dietary requirements and create the starting lineup. Allow at least one working day to print participant lists and bib numbers.
Brief officials and volunteers separately. Officials need the rules, distances, start procedure and timing method; volunteers need arrival times, station locations and instructions for registration, barriers and finish areas.
Check the weather forecast before race day and prepare a practical response. Reconfirm catering, prizes, photographer, timing and the competition information after the final participant list is ready.

Frequently asked questions

How far in advance should I organise a rowing race?: Start venue, permit and water-management arrangements at least 8 to 12 weeks before the race. Book the lifeboat, timing service and other specialist support as soon as the date and course are confirmed.
When should rowing race registration close?: Close registration at least 3 to 5 days before the event if possible. That gives you time to verify participant details, assign start numbers, prepare the lineup and print the participant list.
What safety equipment is needed for a rowing race?: Plan safety cover around a lifeboat, life jackets, life rings, walkie-talkies and clearly marked lanes and boundaries. Brief the rescue team before the first start and confirm how officials can stop racing immediately.
How many volunteers do I need for a rowing race?: The number depends on the course, entries and safety plan, but assign volunteers by station rather than using one general pool. Schedule them for registration, start, finish, barriers, catering and equipment, with a briefing at least 30 minutes before duties begin.

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.