Rowing race checklist: plan it in the right order

A rowing race needs more than boats and a start line. You must secure the venue and water course, apply for permission, define safety procedures, and coordinate officials, timing, first aid and volunteers. Work through the planning in stages so registrations, catering, medals and participant information are ready before race day. Use the task and equipment lists below as your master plan, then assign one person to each operational area.

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
Check the water course
2 people
Apply for competition permit
Prepare safety plan
2 people
Determine start and finish points
2 people
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Assign volunteers
2 people
Confirm judges
Reserve a safety boat
Arrange timekeeping
Confirm the announcer
Arrange first aid staffing
Book catering
Order medals
Design race numbers
Print bib numbers
2 people
Publish the match schedule
Send participant letter
Check the weather forecast
Do the shopping
2 people
Pick up rental items
2 people
Sort bib numbers
2 people
Check medals
Chill drinks
2 people
Assemble Race Packets
2 people
Check rowing boats
3 people
Check rescue equipment
2 people
Cordon off the area
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up judges' table
2 people
Set up the finish line
3 people
Place lane markings
4 people
Set up sound system
2 people
Set up the catering buffet
3 people
Set up first aid table
2 people
Brief volunteers
2 people

Event

Hold competition briefing
3 people
Register participants
3 people
Hand out race numbers
2 people
Bring boats to the start
4 people
Welcome the audience
2 people
Open the match
Supervise races
6 people
Record times
3 people
Process results
2 people
Guide participants
3 people
Refill drinks
2 people
Serve snacks
3 people
Provide jury table
Inform the audience
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Announce the closing
See participants off
2 people

Aftercare

Take boats out of the water
4 people
Gather competition materials
4 people
Take down tents
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the grounds
4 people
Wash dishes
2 people
Archive results
Email results to participants
Publish photos
Return rental items
2 people
Store leftover stock
2 people
Check site handover
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Judges' table
Registration deskqty 2
Waste binsqty 8

Equipment

Walkie-talkiesqty 8
Megaphoneqty 2
Sound system
Speakersqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Stopwatchqty 6
Tabletqty 2
Power banksqty 4

Sports equipment

Rowing boatsqty 8
Beltsqty 16
Start dock
Finish buoyqty 2
Lane buoysqty 20
Mooring linesqty 10
Life ringsqty 4
Life jacketsqty 12
Paddlesqty 4
Starting blocksqty 8
Competition flagsqty 8
Finish line
Crowd control barriersqty 20
Traffic conesqty 20
Bib holdersqty 40
Bib numbersqty 40
Jury signsqty 8
Clipboardsqty 8
Medalsqty 24
Trophy
Certificatesqty 40
Rescue lineqty 2
Waterproof bagsqty 6
Rowboat trailersqty 2

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Serving plattersqty 10
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Glovesqty 2

Catering

Groceries

Decorations

Competition flagsqty 12
Bannersqty 6
Directional signsqty 12
Name badgesqty 30

Lighting

LED lampsqty 8
Work lightsqty 4

Cleaning

Broom setsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 4
Litter pickersqty 4
Pressure washer
Storage cratesqty 12
Hand broomsqty 4

Safety

First aid kitsqty 2
Blanketsqty 6
Flashlightsqty 6
Safety helmetsqty 8
Work glovesqty 12

Documentation

Competition rulesqty 20
Competition foldersqty 12
Route mapsqty 20
Result formsqty 40
Pensqty 40
Clipboardsqty 12
Printer
Printer paperqty 2
Waterproof document sleevesqty 40

Tips

Start with the date, venue and water course before opening registration. Confirm the start and finish points, course layout and any restrictions early enough to include accurate details on the entry form.
Treat safety as a separate workstream, not a race-day afterthought. Complete the safety plan, reserve the safety boat, assign first-aid cover and check that life jackets, life rings, radios and course markers are available before the final briefing.
Set a firm registration deadline at least 7 days before the race. That gives you time to update the participant list, collect dietary requirements, prepare start numbers and publish a workable race schedule.
Confirm every official and volunteer with a named shift and reporting time. Judges, timekeepers, the announcer, registration desk and course team should each have a contact method, such as a walkie-talkie, before setup begins.
Send the participant letter no later than 3 days before the event. Include arrival time, start procedure, course information, rules, parking or access instructions, what participants must bring and where to collect their start number.

Frequently asked questions

How far in advance should I organise a rowing race?: Start at least 8 to 12 weeks before race day. Secure the venue, water course, permit, safety boat and key officials first; open registration only after the course and essential rules are confirmed.
When should I apply for a rowing race permit?: Submit the permit application as soon as the date, venue and course are known, ideally 8 weeks before the race. Some authorities need longer, so check the required lead time before publishing invitations.
How many volunteers do I need for a rowing race?: Plan separate cover for registration, judges, timing, the start and finish areas, course safety, first aid, catering and announcements. For a small race, allow at least 1 person per function plus 2 floating volunteers for breaks and unexpected tasks.
When should I send the rowing race participant letter?: Send it at least 3 days before the race, after the schedule and participant list are final. If teams need travel or boat-loading information, send a preliminary version 7 days ahead and a final update 3 days before.

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.