Rowing race checklist: what to arrange and when

A rowing race needs more than boats and a start line. You must secure the venue and permits, define the race format, manage registrations and build a safety operation for the water. This checklist covers the full sequence, from setting the date and reserving the course to assigning crews, briefing volunteers and preparing race-day equipment. Start early with anything involving authorities, venues, rescue cover or hired boats.

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

Set the match date
2 people
Reserve competition venue
Reserve the start and finish area
Apply for permits
2 people
Prepare safety plan
3 people
Draw up competition rules
2 people
Define participant categories
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Assign starter groups
2 people
Assign start numbers
2 people
Schedule timekeepers
2 people
Reserve boats and rowing equipment
2 people
Reserve lifeboat
Schedule first aid staff
2 people
Order prizes and medals
Mark out the route on the water
3 people
Check water safety
3 people
Send race briefing
Prepare the volunteers briefing
2 people
Print bib numbers
Print competition forms
Do the shopping
3 people
Chill drinks
2 people
Prepare route signs
2 people
Bring materials to the venue
4 people
Mark off the competition area
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Set up the first aid station
2 people
Mark the start and finish lines
3 people
Place the buoys and route signs
4 people
Launch the lifeboat
3 people
Set up timing stations
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Give participant briefing
3 people
Welcome spectators
3 people
Guide rowers to the start
4 people
Guide race starts
5 people
Record times
4 people
Monitor safety on the water
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Check the provisional results
2 people
Support awards ceremony
3 people
Provide music and announcements
2 people
Inform visitors
2 people
Empty trash bins
2 people

Aftercare

Dismantle the competition grounds
5 people
Remove buoys and route signs
4 people
Take the lifeboat out of the water
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
4 people
Return borrowed equipment
2 people
Send results to participants
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
High tablesqty 4
Dressing tablesqty 2
Changing matsqty 8

Sports equipment

Rowing boatsqty 8
Beltsqty 16
Starting blocksqty 4
Life jacketsqty 20
Route buoysqty 12
Barrier tapeqty 4
Route signsqty 10
Bib numbersqty 80
Stopwatchesqty 8
Whistlesqty 8
Megaphonesqty 2
Paddlesqty 4
Ratchet strapsqty 8
Transport cartqty 2
Waterproof barrelsqty 6

Equipment

Walkie-talkiesqty 10
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Battery lampsqty 6
Portable sound system
Microphoneqty 2
Power banksqty 6

Tableware

Reusable cupsqty 180
Reusable platesqty 100
Reusable cutleryqty 100
Coffee potsqty 4
Teapotsqty 2
Serving jugsqty 6
Serving traysqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 4
Serving tongsqty 6
Aluminum foilqty 2
Ice packsqty 24

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning glovesqty 8

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Catering

Groceries

Tips

Set the date and reserve both the competition venue and the start and finish area before opening registration. These bookings determine your course layout, access arrangements and available race times.
Submit permit applications and the safety plan as early as possible. Include the route, rescue boat, first-aid cover, communication method and water-safety checks rather than treating safety as a race-week task.
Publish clear participant categories, competition rules and the registration form together. Ask for dietary requirements during registration, then use the final list to assign start groups and numbers.
Book boats, rowing equipment, a lifeboat and first-aid staff separately. Confirm quantities and availability at least two weeks before the race so a missing boat or safety resource does not affect the schedule.
Prepare two briefings: one for competitors and one for volunteers. Give timekeepers, starters and safety staff their positions and timings, and print bib numbers before race day rather than during check-in.

Frequently asked questions

How far in advance should I organise a rowing race?: Start planning at least 8 to 12 weeks before the race. Set the date, reserve the venue and start/finish area first, then allow time for permits, registrations, equipment and safety staffing.
When should I submit permits for a rowing race?: Submit permit applications as soon as the date and water route are known, ideally 8 weeks before the event. Requirements vary, so confirm the authority’s deadline before publishing registration.
How many volunteers do I need for a rowing race?: Plan separate cover for starters, timekeepers, registration, route supervision, communications and general support. Finalise the roster at least 2 weeks beforehand and schedule timekeepers before publishing the race timetable.
When should I send the rowing race briefing?: Send the competitor briefing 3 to 5 days before the race, once start groups and numbers are confirmed. Give volunteers their briefing no later than the day before, including positions, radio channels and emergency procedures.

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.