Sailing race checklist and planning guide

A sailing race needs more than a course and a start time. You must arrange the venue, permits, race documents, safety cover, support boats, communications and volunteers before entries open. This checklist puts the work in a practical order, from reserving the start and safety boats to printing race numbers and preparing the registration desk. It also covers the details that are easy to leave until race morning, including weather updates, chilled drinks, waterproof paperwork and tested radios.

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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
Set the competition rules
2 people
Prepare safety plan
2 people
Set start and finish area
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Reserve start ship
Reserve a safety boat
Reserve buoys and anchors
Test marine radios
2 people
Order prizes
Print participant list
Make bib numbers
2 people
Print competition cards
Check the weather forecast
Inform participants about the weather
Do the shopping
3 people
Gather competition materials
3 people
Chill drinks
2 people
Set up tables and chairs
3 people
Set up the registration desk
2 people
Set up the catering area
3 people
Put out buoys
4 people
Prepare the starter boat
3 people
Check the safety boat
2 people
Check safety equipment
2 people
Brief the race officials
4 people
Brief volunteers
8 people

Event

Staff registration desk
2 people
Register participants
3 people
Hand out race numbers
2 people
Give the competition briefing
2 people
Guide the boats to the start
3 people
Carry out the start procedure
4 people
Follow the race progress
5 people
Deploy safety boat
3 people
Keep track of finish times
3 people
Check results
2 people
Refill drinks
2 people
Serve snacks
3 people
Prepare barbecue
3 people
Serve barbecue
4 people
Handle prize ceremony
3 people
Check out participants
2 people

Aftercare

Bring in the buoys
4 people
Empty the starting boat
3 people
Return safety boat
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Clear tables and chairs
3 people
Return materials
2 people
Publish results
Process lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 80
Registration desk
Bar stoolsqty 4

Sports equipment

Competition buoysqty 8
Buoy anchorsqty 8
Start flagsqty 6
Finish flagsqty 2
Bib numbersqty 30
Life jacketsqty 20
Life ringsqty 4
Throw linesqty 4
Safety boat
Paddlesqty 4
Waterproof document sleevesqty 10

Equipment

Walkie-Talkiesqty 5
Megaphone
Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Barbecueqty 2
Gas cylindersqty 2
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Serving jugsqty 6
Serving traysqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Broomsqty 3
Mopsqty 3
Cleaning glovesqty 6

Decorations

Competition postersqty 10
Stage ribbonqty 2

Catering

Groceries

Tips

Confirm the safety plan before publishing the entry form. Set out who monitors the course, which boat responds first and how crews contact the shore team by radio or handheld radio.
Reserve the start ship, safety boat, buoys and anchors early. These are specialist items, and discovering that one is unavailable a week before the race leaves little room for a workable alternative.
Print the participant list, race cards and start numbers at least one day before the event. Keep the documents in waterproof sleeves and bring a laptop, printer, extension leads and power strips if you may need last-minute changes.
Test every marine radio before boats leave the dock, then check the megaphone and shore communications. Charge or replace batteries and assign one named person to handle race-day messages.
Check the forecast before the final participant update and again on race morning. Tell sailors what the conditions mean for the schedule, safety arrangements and any changes to the start or finish area.

Frequently asked questions

How far in advance should I organise a sailing race?: Start venue, permit and safety planning at least 8 to 12 weeks before race day. Open entries only after the course, rules, safety cover and key boats are sufficiently confirmed.
What safety equipment is needed for a sailing race?: Plan safety boats, life rings, throw lines and enough life jackets for the people operating the support boats. Test radios before the start and keep the safety plan, participant list and emergency contacts in waterproof document sleeves.
When should I send sailing race invitations and entry details?: Send invitations and publish the entry form about 6 to 8 weeks before the race. Set an entry deadline around 7 days before the event so you can process registrations, collect dietary requirements and print start numbers.
What should be ready on sailing race morning?: Set up the registration desk, tables, chairs and shelters before participants arrive, with the printed list, start numbers and race cards ready. Allow at least 90 minutes for setup, radio checks, course-marker checks and drink preparation.

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.