Sailing race checklist: what to arrange and when

A sailing race needs more than a course and a start time. You need a confirmed marina, clear race rules, assigned officials, reliable communication and a safety plan that works on the water. This checklist takes you from format and date through registrations, boat details, course setup and race-day equipment. It also covers the details that are often left until the last minute, such as weather checks, motorboat inspections, dietary requirements and sending final instructions to every participant.

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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

Determine the competition format
2 people
Confirm competition date
Reserve the marina
Reserve the start and finish area
Check permits
Assign the race director
2 people
Assign the safety team
2 people
Assign judges
3 people
Create registration form
Send invitations
2 people
Open registration
Keep track of the participant list
2 people
Collect dietary requirements
Collect boat details
2 people
Assign start numbers
2 people
Draw up competition rules
2 people
Confirm the course layout
2 people
Develop the starting procedure
2 people
Develop safety plan
3 people
Check the weather forecast
Confirm participants
2 people
Send the final information
Do the shopping
3 people
Collect materials
3 people
Check motorboats
2 people
Check safety equipment
2 people
Print competition sheets
Lay out bib numbers
2 people
Fill coolers
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Set up the competition office
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Place lane markers
4 people
Prepare the starting ship
3 people
Equip safety boats
4 people
Check power supply
2 people
Set out coffee and tea
2 people
Set out sandwiches and snacks
3 people
Register participants
3 people
Hand out race numbers
2 people
Check boat safety
3 people
Give the competition briefing
3 people
Guide participants to the docks
3 people
Carry out the start procedure
4 people
Follow the race from the start boat
4 people
Conduct a safety round by boat
6 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks
3 people
Record the finishing order
3 people
Guide boats back to their berths
4 people
Check results
3 people
Prepare awards ceremony
2 people
Hold the awards ceremony
3 people
Set up the buffet
4 people
Serve the buffet
4 people
Clear away dishes
2 people
Publish final results
See participants off
2 people

Aftercare

Dismantle the competition office
3 people
Take down party tents
4 people
Remove lane markings
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Refuel motorboats
2 people
Return materials
3 people
Return borrowed items
2 people
Archive results
Send participants' photos

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 60
Beer tablesqty 4
Waste binsqty 6

Sports equipment

Buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start flagsqty 5
Finish flag
Signal hornsqty 2
Bib numbersqty 30
Competition bibsqty 20
Measuring tapeqty 2
Waterproof scoreboardsqty 2

Equipment

Motorboatqty 3
VHF radioqty 4
Walkie-talkiesqty 6
Megaphone
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 4
Power banksqty 4

Safety

Life jacketsqty 20
Life ringsqty 4
Throw linesqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Safety whistlesqty 20

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8
Pitchersqty 8

Catering

Buffet traysqty 8
Serving traysqty 8
Bread basketsqty 6
Groceries

Decorations

Contest bannerqty 2
Directional signsqty 8
Chalkboardsqty 3
Tableclothsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 6
Ice packsqty 24

Cleaning

Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Mopsqty 4
Broomsqty 3
Can openersqty 2

Tips

Set the race format, date, course and start procedure before opening registration. Participants need to know the basic rules and schedule before they commit.
Collect boat details and dietary requirements during registration, not in the final week. Assign start numbers early enough to print them and prepare the matching race bibs.
Appoint the race committee, safety crew and jury separately. Give each group a written responsibility list and confirm who has access to the marina, start and finish areas.
Check the weather forecast at least 48 hours before the race and again on race morning. Use that review to confirm the safety plan, motorboats, radios, life jackets and rescue equipment.
Send final information no later than 24 hours before the start. Include arrival time, marina access, start procedure, course notes, required equipment and the contact method for last-minute changes.

Frequently asked questions

How far in advance should I plan a sailing race?: Start planning at least 8 to 12 weeks ahead. Confirm the date, marina, start and finish areas, permits, officials and safety arrangements before opening registration.
When should sailing race registration open?: Open registration once the format, date, basic rules and course area are fixed, usually 4 to 6 weeks before the race. Close it early enough to collect boat details, dietary requirements and final participant numbers.
When should I check the weather for a sailing race?: Check it 48 hours before the event, again the evening before and once more on race morning. Record the decision about the course and safety plan each time so the crew receives one clear instruction.
What equipment is needed for a sailing race start and finish?: Plan for course buoys, anchors and anchor lines, start flags, a finish flag, signal horns, a megaphone and waterproof scoreboards. Also check the motorboat, marine radio, handheld radios, life jackets and rescue buoys before participants arrive.

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.