Sailing race checklist: what to arrange and when

A sailing race depends on more than boats and a start line. You need the venue, permit, race format, course, safety cover, officials and volunteer shifts arranged before entries open. This checklist also covers the details that are often left too late: checking participant data, collecting entry fees, preparing race instructions, testing communications and confirming the weather. Work through the plan in order so the start list, equipment and shore-side setup are ready before race day.

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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

Reserve competition venue
Apply for competition permit
Define the competition format
2 people
Set out the competition course
2 people
Prepare safety plan
2 people
Secure safety boat
Assign judges
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Collect entry fees
2 people
Prepare the start list
2 people
Write match instructions
2 people
Order prizes
Order catering
Check the weather forecast
Send participant letter
Create volunteer schedule
2 people
Check equipment
2 people
Set out prizes and numbers
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print competition forms
Prepare race numbers
2 people
Inspect the site
2 people
Check the race course
3 people
Check the safety boat
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up registration desk
2 people
Set up the finish and start line
3 people
Launch the buoys
3 people
Hang flags
2 people
Test sound system
2 people
Set up catering
3 people

Event

Register participants
3 people
Hand out race numbers
2 people
Explain the competition instructions
2 people
Check safety equipment
3 people
Carry out the start procedure
3 people
Supervise the competition
5 people
Record lap times
2 people
Manning the safety boat
2 people
Register finishers
2 people
Serve drinks
2 people
Refill drinks
2 people
Serve snacks
2 people
Check results
2 people
Handle prize ceremony
3 people
Set up the dinner buffet
3 people
Refill the dinner buffet
2 people
Clear away dishes
3 people
See off the last visitors
2 people

Aftercare

Remove buoys from the water
3 people
Unload competition boat
2 people
Remove the start and finish equipment
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Dry and store equipment
3 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 50
Registration desk
Waste binsqty 6

Sports equipment

Buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start flagsqty 6
Finish flag
Competition clock
Stopwatchesqty 4
Bib numbersqty 40
Spare sailsqty 2
Mooring linesqty 10
Paddlesqty 4

Safety

Life jacketsqty 12
Life ringsqty 4
Rescue linesqty 4
First aid kitsqty 2
Fire extinguishersqty 2
Whistlesqty 8
Waterproof walkie-talkiesqty 4
Flashlightsqty 6

Equipment

Mobile sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Waterproof storage casesqty 6

Tableware

Reusable drinking glassesqty 70
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Bannersqty 4
Buntingqty 6
Tableclothsqty 8
Prizes and trophiesqty 10

Lighting

LED lampsqty 8
String lightsqty 6
Spare batteriesqty 24

Cleaning

Spongesqty 6
Dish brushesqty 3
Hand soapqty 4
Disinfecting gelqty 4
Bucketsqty 4

Catering

Groceries

Tips

Set the race format and course before opening registration. Participants need the format, expected duration and basic race instructions before they commit.
Treat safety planning as a separate workstream. Confirm the safety boat, rescue equipment, water-resistant radios and first-aid supplies well before the weather check on race week.
Close registration early enough to verify participant details, collect entry fees and dietary requirements, then prepare the start list and numbered equipment without rushing.
Give volunteers named positions and times, including registration, judging, course support and shore-side catering. A written shift plan prevents gaps during the start and finish.
Use the final weather check to confirm the race plan, not to begin preparing it. Cool drinks, charge stopwatches and radios, test the microphone and place flags, numbers and prizes where each team can find them.

Frequently asked questions

How far in advance should I organise a sailing race?: Start arranging the venue, permit and race format at least 8 to 12 weeks before the event. Open registration only after the course concept, safety plan and key officials are in place.
When should sailing race registration close?: Close registration about 7 to 10 days before race day. That gives you time to check participant details, collect fees, prepare the start list and send the final participant letter.
How many volunteers do I need for a sailing race?: Plan separate cover for judging, registration, course support, the safety boat and shore operations. As a practical minimum, assign 1 registration lead, 2 judges, 1 safety-boat crew and 2 shore volunteers, then add people for the number of boats and races.
When should I check the weather for a sailing race?: Check the forecast 72 hours before the race and again on the morning itself. Use the final check to confirm conditions, safety coverage, clothing guidance and whether the course or timetable needs changing.

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.