Sailing race checklist: what to arrange and when

A sailing race depends on more than a course and a start line. You need the permit, safety plan, race format, buoy layout, safety boat and volunteer roles settled before competitors arrive. This checklist also covers registration, communications, scoring, refreshments and shore-side setup. Work through the planning steps in order, then use the equipment list to check that every item is available, tested and ready for the weather.

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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

Confirm date and location
2 people
Apply for competition permit
Prepare safety plan
2 people
Define the competition format
2 people
Assign starter groups
2 people
Create registration form
Send invitations
2 people
Open registration
Publish the competition rules
Process registrations
2 people
Collect dietary requirements
Check contact details
Make a club house reservation
Set start and finish area
3 people
Develop the tethering plan
2 people
Arrange a safety boat
Check the weather forecast
Print participant list
Prepare race numbers
2 people
Arrange prizes and certificates
Brief volunteers
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
3 people
Check weather and water conditions
2 people
Inspect safety equipment
2 people
Load buoys and anchors
3 people
Check the start boat
2 people
Set up tents
4 people
Set up tables
3 people
Set out chairs
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Hang decorations
2 people
Set up the course
4 people
Set up the start and finish line
3 people
Synchronize match clocks
2 people

Event

Receive participants
3 people
Register participants
3 people
Hand out race numbers
2 people
Check sailing equipment
3 people
Give the safety briefing
2 people
Announce the starting order
Guide the first start
4 people
Guide the second start
4 people
Track competition participants
3 people
Record split times
2 people
Keep the safety boat on standby
2 people
Register finishers
2 people
Check results
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Restock the buffet
2 people
Collect waste
2 people
Hold the awards ceremony
3 people
Provide music and announcements
See participants off
2 people

Aftercare

Remove buoys from the water
4 people
Empty the starting boat
2 people
Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Take down tents
4 people
Clean the venue
4 people
Inventory materials
2 people
Dry and store materials
3 people
Return borrowed materials
2 people
Publish results
Share photos with participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Clothes racksqty 2

Sports equipment

Competition buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start flagsqty 4
Finish flagsqty 2
Course marking
Whistlesqty 6
Stopwatchesqty 4
Anemometersqty 2
Waterproof scoreboardsqty 2

Safety

Life jacketsqty 20
Life ringsqty 4
Throw linesqty 4
Waterproof flashlightsqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Safety helmetsqty 10
Safety tapeqty 4

Equipment

Walkie-talkiesqty 8
Megaphonesqty 2
Laptopsqty 2
Printers
Extension cordsqty 4
Power stripsqty 4
Battery chargersqty 4
Bluetooth speaker
Microphone

Registration

Bib numbersqty 100
Wristbandsqty 120
Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 12
Printer paper
Name stickersqty 120
Envelopesqty 100

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Prize display

Catering

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Water jugsqty 6
Groceries

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Serving spoonsqty 8
Small bowlsqty 12

Cleaning

Waste binsqty 8
Washing-up basinsqty 4
Dish brushesqty 4
Spongesqty 12
Cleaning glovesqty 8
Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 4

Tips

Set the date, venue and race format before opening registration. Publish the rules and starting groups with the entry form so competitors know what they are signing up for.
Treat safety planning as an early deadline, not a race-day task. Arrange the safety boat, rescue equipment, radios and volunteer briefing before the final weather check.
Confirm the start and finish areas at least one week ahead, then match the buoy plan to the available anchors, anchor lines and course markers. Check that every buoy can be located quickly on the water.
Keep a printed participant list, start numbers and waterproof scoreboards in separate waterproof storage. Prepare a backup timing method as well as charged stopwatches and radios.
Buy food and drinks after you have a reliable headcount, but do not leave chilling and shore-side setup until the morning of the race. Allow time for tables, chairs, tents, power leads and a clear registration area.

Frequently asked questions

How far in advance should I organize a sailing race?: Start planning at least 8 to 12 weeks before the race. Use that time to secure the location, apply for the competition permit, publish the rules, open registration and arrange the safety boat and volunteers.
When should I check the weather for a sailing race?: Check the forecast 48 hours before the race and again on the morning of the event. Use the final check to confirm whether the course, safety plan, staffing and start time still work safely.
How many volunteers are needed for a sailing race?: For a small race, plan for at least 6 to 10 volunteers covering registration, starting, finishing, scoring, shore support and safety coordination. Add more people when you have several start groups or a large course.
What safety equipment is needed for a sailing race?: Prepare one coordinated safety setup with a safety boat, life rings, throw lines, first aid kits, rescue blankets, helmets and charged radios. Check every item before launch and assign responsibility for each piece at the volunteer briefing.

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.