Sailing race checklist: what to arrange and when

A sailing race needs more than a course and a start signal. You need confirmed water access, a safety plan, rescue cover, clear competition rules and a reliable way to communicate with crews and volunteers. Registrations, berths, numbers and dietary details also take time to process before race day. Use this checklist to work from the early arrangements through the final weather, equipment and catering checks.

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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

Draw up competition rules
2 people
Confirm the competition venue
Set the racecourse
2 people
Set the start and finish procedures
2 people
Prepare safety plan
2 people
Reserve rescue boat
Secure the starting ship
Reserve berths
Reserve clubhouse
Send invitations
2 people
Open registration form
Process registrations
Check participant details
Collect dietary requirements
Assign volunteers
2 people
Assign start numbers
Order prizes
Check the weather forecast
Send participant letter
Share route map
Check equipment
2 people
Charge marine radios
Print the starting lists
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out the sailing numbers
2 people
Make match signs
2 people
Check track markings
2 people
Inspect starting ship
2 people
Inspect rescue boat
2 people
Set up tables
3 people
Set up chairs
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Hang decorations
2 people
Test sound system
2 people
Prepare safety equipment
2 people
Brief volunteers
3 people

Event

Register participants
3 people
Hand out race numbers
2 people
Guide boats to the start
3 people
Give participant briefing
2 people
Carry out the start procedure
3 people
Follow the water race
4 people
Record lap times
2 people
Maintain safety communication
2 people
Record the finishing order
3 people
Guide boats back
3 people
Serve finish drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Check results
2 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Serve the meal
4 people
Clear away dishes
3 people
Inform the last participants

Aftercare

Clear the site
4 people
Dismantle furniture
4 people
Gather competition materials
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the clubhouse
3 people
Clean the rescue boat
2 people
Clean the starting ship
2 people
Remove lane markings
2 people
Return rented equipment
2 people
Publish results
Thank participants
Store leftover stock
2 people
Set damaged materials aside
Archive competition records

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable cupsqty 100
Wine glassesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Coffee potsqty 3
Thermos flasksqty 4

Sports equipment

Lane buoysqty 8
Mooring linesqty 8
Anchorsqty 8
Start flagsqty 6
Finish flagsqty 2
Bib numbersqty 40
Whistlesqty 6
Life jacketsqty 12
Throw linesqty 4
Emergency blanketsqty 12
Lifeboat
Start boat

Equipment

Walkie-Talkiesqty 5
Megaphone
Sound system
Laptop
Printer
Extension cordsqty 3
Power stripsqty 4
Walkie-talkiesqty 4
Stopwatchesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 3
Chef and serving knivesqty 6
Serving spoonsqty 6

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Competition flagsqty 8
Tableclothsqty 8
Stage backdrop

Cleaning

Dishpanqty 3
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 3
First aid kitsqty 2

Catering

Groceries

Tips

Confirm the venue, clubhouse, berths and starting ship before opening registration. These arrangements determine how many boats and participants you can accept.
Write the competition rules, course layout and start and finish procedures early, then send the route map and participant letter before race day. Give crews at least 7 days to review the information.
Build the safety plan around named roles, a reserved rescue boat, life jackets, throw lines, emergency blankets and charged marine radios. Test the radios and walkie-talkies before participants arrive.
Close registration early enough to check every participant detail, collect dietary requirements and assign volunteers and start numbers. A 3- to 5-day buffer leaves time to correct missing information and print starting lists.
Do the final weather and equipment check on the day before the race. Chill drinks, charge devices, test the megaphone and sound system, and keep extension cords and the printer ready at the registration desk.

Frequently asked questions

How far in advance should I organise a sailing race?: Start planning at least 8 to 12 weeks before race day. Confirm the venue, rescue boat, starting ship, berths and clubhouse first, because these can limit the number of entries.
When should sailing race registration close?: Close registration 3 to 5 days before the race. That gives you time to check participant details, collect dietary requirements, assign start numbers and print the starting lists.
What safety equipment is needed for a sailing race?: Plan rescue cover plus life jackets, throw lines, emergency blankets, anchors, mooring lines and marine radios. Check the equipment at least 24 hours before the start and confirm who operates the rescue boat.
When should I check the weather forecast for a sailing race?: Check the forecast 48 hours before the race and again on the morning of the event. Use the latest conditions to confirm the course, start procedures, safety arrangements and participant communication.

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.