Rowing race checklist

A rowing race needs more than boats and a start line. You need a confirmed course, permits, safety cover, officials, timing, participant information, and a clear running order. Work through the planning early, then use the final week to check the weather, inspect boats and safety equipment, print the run sheet, and prepare bibs, prizes, and communications. This checklist keeps registration, race control, and the venue setup in the right order.

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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
Determine the Competition Course
3 people
Apply for permits
Prepare safety plan
3 people
Reserve lifeboat
Arrange timekeeping
2 people
Assign judges and officials
2 people
Draw up participant rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Check participant details
2 people
Create the starting lineup
2 people
Assign start numbers
2 people
Print the run sheet
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Inspect the rowing boats
3 people
Check safety equipment
2 people
Lay out prizes and medals
Send participant information
Inspect the grounds
3 people
Set out the course
5 people
Launch the lifeboat
3 people
Set up the registration tent
3 people
Set up the audience tent
4 people
Set up tables and chairs
4 people
Set up the bar and buffet
3 people
Connect the sound system
2 people
Check power supply
2 people
Put up route signs
2 people
Check toilets
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare the lunch buffet
3 people
Prepare starter packs
2 people
Set up registration desk
2 people
Set up judges' table
2 people

Event

Hold a safety briefing
4 people
Register participants
4 people
Hand out race numbers
2 people
Bring boats to the dock
5 people
Measure the course and wind
2 people
Give the opening briefing
2 people
Lead the warm-up
2 people
Start first heat
4 people
Record intermediate results
2 people
Inform the audience
Refill drinks
2 people
Serve lunch and snacks
3 people
Move boats between heats
5 people
Crew the rescue boat
3 people
Start the final
4 people
Check the final results
3 people
Support awards ceremony
3 people
Serve dinner
4 people
Run the slide presentation
Provide music
Handle the final round of drinks
2 people
See participants off
2 people

Aftercare

Take the lifeboat out of the water
3 people
Gather rowing equipment
4 people
Dismantle the sound system
2 people
Take down tents
5 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Leave the site clean
4 people
Return materials
2 people
Return rental equipment
2 people
Publish results
Send participants' photos
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Waste binsqty 8
Clothes racksqty 4

Sports equipment

Racing rowing boatsqty 8
Training rowing boatsqty 2
Oarsqty 24
Bib numbersqty 120
Bib holdersqty 120
Competition buoysqty 20
Course Linesqty 500
Life ringsqty 4
Throw linesqty 4
Life jacketsqty 12
Waterproof phone casesqty 8
Stopwatchesqty 6
Megaphonesqty 2
Paddlesqty 4
Mooring linesqty 20

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 4
Extension cordsqty 6
Power stripsqty 6
Battery chargersqty 4
Laptopqty 2
Printer
Socket coversqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 8
Food warmersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 12
Serving tongsqty 8
Bottle openersqty 4
Kettlesqty 3
Coffee machinesqty 2
Ice packsqty 30

Decorations

Competition flagsqty 12
Buntingqty 10
Start and finish signsqty 2
Route signsqty 12
Directional signsqty 8
Stage blocksqty 3
Tableclothsqty 10

Lighting

LED lampsqty 12
Work lightsqty 4
Light cablesqty 4

Cleaning

Trash bag holdersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Cleaning glovesqty 10
First aid kitsqty 2
Flashlightsqty 6

Catering

Groceries

Tips

Set the date and reserve the competition venue before opening registration. Confirm the course, permit requirements, safety plan, lifeboat, and officials early enough to resolve gaps before entries arrive.
Publish the registration form only after you know what information you need from each crew. Check participant details and dietary requirements before creating the starting lineup and assigning bib numbers.
Treat safety cover as a separate workstream, not a last-minute equipment check. Confirm the lifeboat, life jackets, life rings, throw lines, course lines, and communication equipment before race day.
Print the run sheet and participant information before the final setup. Keep spare copies at race control, and test stopwatches, microphones, speakers, the laptop, and the printer before competitors arrive.
Use the final week for practical checks rather than new planning. Review the weather forecast, shopping list, boats, oars, buoys, mooring lines, prizes, medals, power supplies, and charging arrangements.

Frequently asked questions

How far in advance should I plan a rowing race?: Start the main planning at least 8 to 12 weeks before race day. Set the date, reserve the venue, confirm the course and permits, arrange safety cover, and appoint officials before opening registration.
What safety equipment is needed for a rowing race?: Plan for a lifeboat, life jackets, life rings, throw lines, course lines, communication equipment, and suitable mooring lines. Check every item at least 7 days before the race and again during the final venue setup.
When should rowing race registration close?: Close registration 7 to 10 days before the event if you need time to verify participant details and create the starting lineup. Send the final participant information and bib assignments no later than 3 days before race day.
How do I organise timing for a rowing race?: Assign timing responsibility before publishing the race schedule and arrange at least two tested stopwatches for each active timing point. Test the timing process with the run sheet during the final week, not when the first crew is already at the start.

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.