Sailing clinic checklist: what to arrange and when

A sailing clinic needs more than boats and instructors. You also need a clear timetable, participant information, safety equipment, registration, catering, and a backup plan for bad weather. Start with the date, program, boats, berths, and instructors, then move through registrations and equipment checks. On the day, allow enough time for attendance, fitting life jackets, the safety briefing, boat assignments, and a supervised start on the water.

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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 date and program
2 people
Reserve sailboats and berths
Assign instructors and guides
Send invitations
2 people
Process registrations
Collect dietary requirements
Send participant information
Check the weather forecast
Confirm alternative program
2 people
Print participant list and emergency numbers
Do the shopping
2 people
Check sailing equipment
2 people
Set out boats and equipment
3 people
Prepare catering
3 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Prepare safety equipment
2 people
Chill drinks
2 people

Event

Receive participants
3 people
Register attendance
2 people
Distribute sailing gear and life jackets
3 people
Give the safety briefing
2 people
Demonstrate sailing technique
2 people
Assign participants to boats
3 people
Supervise the sailing clinic
5 people
Hand out water and snacks
2 people
Ensure participants dock safely
4 people
Review sailing experiences
2 people
Set up buffet
3 people
Serve the buffet
3 people
Refill drinks
2 people
Serve dessert and coffee
2 people
Check out the last participants
2 people

Aftercare

Leave sailboats clean and safe
4 people
Wash the dishes and kitchenware
3 people
Clear tables and chairs
3 people
Collect and sort waste
2 people
Clean the venue
3 people
Let sailing vests and clothing dry
2 people
Inventory supplies
2 people
Return borrowed equipment
2 people
Store remaining catering

What to bring

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

Sports equipment

Sailboatsqty 5
Paddlesqty 5
Tarpsqty 5
Life jacketsqty 24
Sailing jacketsqty 24
Water shoesqty 24
Sailing glovesqty 24
Waterproof barrelsqty 6
Mooring linesqty 10
Fendersqty 10

Safety

Life ringsqty 3
Throw linesqty 3
First aid kitsqty 2
Waterproof walkie-talkiesqty 6
Emergency blanketsqty 6

Furniture

Tablesqty 6
Chairsqty 24
Party tentsqty 2
Registration desk

Tableware

Platesqty 30
Bowlsqty 30
Glassesqty 40
Coffee cupsqty 30
Cutlery setsqty 30

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef and serving knivesqty 6
Serving spoonsqty 6
Thermos flasksqty 4
Kettlesqty 2

Equipment

Mobile sound system
Microphone
Extension cordsqty 3

Lighting

LED string lightsqty 4
Battery lampsqty 6

Decorations

Tableclothsqty 6
Name stickersqty 30

Cleaning

Waste binsqty 4
Trash bagsqty 30
Cleaning bucketsqty 2
Spongesqty 6
Tea towelsqty 12
Paper towelsqty 6

Catering

Groceries

Tips

Confirm boats, berths, instructors, and guides before opening registration. Set a registration deadline at least 7 days before the clinic so you have time to assign participants to boats and follow up on missing information.
Send participant details at least 3 days before the event. Include the arrival time, clothing and footwear guidance, what to bring, the program, and a contact number for changes caused by weather.
Check the forecast 48 hours before sailing and again on the morning itself. Confirm the alternative program early enough to tell participants where and when to report if sailing is cancelled.
Prepare the safety setup before participants arrive: life jackets, life rings, throw lines, first aid kits, emergency blankets, and waterproof walkie-talkies should be accessible rather than stored away.
Plan at least 30 minutes for registration, gear distribution, and fitting life jackets before the safety briefing. Keep the participant list, emergency numbers, dietary requirements, drinks, and catering at the registration and refreshment area.

Frequently asked questions

How far in advance should I plan a sailing clinic?: Begin arranging boats, berths, instructors, and the program at least 6 to 8 weeks ahead. Open registration once those core arrangements are confirmed, and close it about 7 days before the clinic.
When should participants receive the sailing clinic information?: Send the practical information at least 3 days before the event. Include the arrival time, clothing and footwear requirements, safety instructions, contact details, and the procedure for bad weather.
How much time should I allow before the sailing clinic starts?: Allow at least 30 minutes before the on-water program begins for attendance, distributing sailing gear and life jackets, and assigning participants to boats. Add another 10 to 15 minutes if many participants need help with equipment.
When should I check the weather for a sailing clinic?: Check the forecast 48 hours beforehand, then check it again on the morning of the clinic. Decide on the alternative program early enough to notify participants before they travel.

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