Rowing race checklist: what to arrange and when

A rowing race needs more than boats and a start line. You must secure the venue, permits, safety cover and officials before opening registration, then turn participant data into start lists and clear race-day instructions. This checklist takes you from setting the match date through site inspection, equipment checks and dock setup. Use it to keep safety-critical jobs, borrowed equipment and last-minute logistics from being left until race morning.

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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 match date
2 people
Reserve competition venue
Apply for permits
Prepare safety plan
2 people
Set the match rules
2 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm judges
Record first aid support
Assign the lifeboat
2 people
Set up the start and finish area
2 people
Prepare start lists
2 people
Send participant information
Order prizes and medals
Check competition materials
3 people
Inspect boats
3 people
Check the shopping list
2 people
Do the shopping
3 people
Collect prizes and medals

Event

Bring boats to the dock
4 people
Inspect the site
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up the start and finish area
4 people
Set up buoys and lane markers
5 people
Set up judges' table
2 people
Test sound system
2 people
Set out first aid and safety equipment
2 people
Set up coffee and drinks station
3 people
Set out snacks and lunch
3 people
Open participant registration
3 people
Direct rowers to the boats
3 people
Check boats and equipment
4 people
Give the opening briefing
2 people
Start competition events
5 people
Record times and results
3 people
Welcome rowers at the finish
3 people
Serve drinks
3 people
Refill snacks
2 people
Refill drinks
2 people
Inform the audience
2 people
Monitor safety on the water
4 people
Check results
2 people
Carry out award ceremony
3 people
Provide closing announcements
Serve the final drinks
2 people

Aftercare

Gather competition materials
4 people
Remove buoys and lane markers
5 people
Return the boats
4 people
Take down tents and furniture
4 people
Wash dishes and supplies
3 people
Collect and sort waste
3 people
Clean the grounds
4 people
Hand over the venue
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Judges' table
Crowd control barriersqty 12

Sports equipment

Race boatsqty 8
Backup boat
Oarsqty 20
Bib numbersqty 120
Buoysqty 40
Course markingqty 8
Stopwatchesqty 6
Life jacketsqty 12
Throw linesqty 4
Paddlesqty 6
Competition bibsqty 30
First aid kitsqty 2
Life ringsqty 4
Flashlightsqty 6
Safety vestsqty 20

Equipment

Sound system
Microphoneqty 2
Laptopsqty 2
Printer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Megaphonesqty 2

Lighting

LED lightsqty 8
Batteriesqty 24

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 100
Serving plattersqty 12

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Coolersqty 4
Coffee filtersqty 200

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Cleaning clothsqty 20

Decorations

Competition flagsqty 12
Route signsqty 10
Directional signsqty 8
Prize tablecloth

Catering

Groceries

Tips

Set the date and reserve the competition venue before opening registration. Allow enough lead time for permits, the safety plan, lifeboat assignment and first-aid support to be confirmed.
Close registration early enough to process entries, collect dietary requirements and prepare start lists. Send participant information once the rules, arrival details and race schedule are fixed.
Treat water safety as a separate workstream: confirm the lifeboat, first-aid support, throw lines, life jackets and backup boat before the site inspection, not on race day.
Check equipment against the course plan before transporting boats to the dock. Count oars, bib numbers, buoys, course markings and stopwatches, and test the sound system, microphone and megaphones.
Assign volunteers to specific areas and shifts, including the start, finish, judges' table, participant flow and catering. Set up tents, tables, chairs, barriers and lighting early enough to correct missing or damaged items.

Frequently asked questions

How far in advance should I organise a rowing race?: Start venue booking, permits and the safety plan several months before the race. Confirm officials, lifeboat cover and first aid before opening registration, then set a firm registration deadline for preparing start lists.
When should rowing race registration close?: Close registration at least 7 days before race day if possible. That gives you time to process entries, collect dietary requirements, assign volunteers, produce start lists and send participant information.
What safety equipment does a rowing race need?: Plan for life jackets, throw lines, a lifeboat, a backup boat and recorded first-aid support. Check all safety equipment during the site inspection and again before boats and course markings are brought to the dock.
What should I check the day before a rowing race?: Inspect the venue, boats, course markings, buoys, oars, stopwatches, bibs and power equipment the day before. Also confirm prizes, medals, volunteer assignments, judges and the start and finish setup.

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.