Sailing race checklist: what to arrange and when

A sailing race depends on decisions made well before boats reach the start line. Fix the date and marina first, then arrange permits, notify the waterway authority and build the safety plan. After that, confirm crews, officials, boats and communication equipment while registrations come in. Use this checklist to keep the race course, shore team and participants aligned, especially during the final week when weather and last-minute changes need attention.

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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

Set the match date
2 people
Reserve the marina
Apply for competition permit
Register the waterway
Prepare safety plan
2 people
Draw up competition rules
2 people
Design the course
2 people
Set start and finish times
2 people
Open the participant list
Send invitations
2 people
Publish registration form
Process registrations
Collect dietary requirements
Confirm crews
2 people
Assign start numbers
Send participant information
Check the weather forecast
Inform the harbor master
Reserve start ship
Arrange backup boat
Assign judges
2 people
Assign line judges
2 people
Arrange first aid staffing
Plan volunteer briefing
Print competition forms
Making participant badges
2 people
Do the shopping
3 people
Fill coolers
2 people
Check the start boat
2 people
Check the spare boat
2 people
Charge marine radios
Prepare moorings and anchors
3 people
Check the final weather forecast
Brief the race officials
4 people
Brief the safety crew
4 people
Clear the harbor route
3 people
Launch the buoys
4 people
Position the starting boat
3 people
Position track marshals
4 people
Set up the registration desk
2 people
Build the catering point
3 people
Barrier off the public area
3 people
Hang banners and flags
2 people

Event

Receive participants
3 people
Check registrations
2 people
Hand out race numbers
2 people
Check safety equipment
3 people
Give the competition briefing
2 people
Guide the boats to the start
4 people
Carry out the start procedure
4 people
Record match progress
3 people
Monitor lane markings
4 people
Safety boat patrol
3 people
Inform participants
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Serve coffee and tea
2 people
Record finishes
3 people
Guide boats to the dock
3 people
Calculate the result
2 people
Present the awards ceremony
2 people
Restock the buffet
2 people
Empty trash bins
2 people
See off the last visitors
2 people

Aftercare

Pick up buoys and anchors
4 people
Bring back the starter ship
3 people
Return the backup boat
2 people
Gather competition materials
3 people
Take down tables and chairs
4 people
Dismantle the catering point
3 people
Remove flags and banners
2 people
Wash dishes
3 people
Clean Harbour Square
4 people
Check toilets
2 people
Dispose of waste
2 people
Charge marine radios
Inventory supplies
2 people
Return borrowed equipment
2 people
Send results to participants
Publish the match report
Share photos with participants
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Folding chairsqty 60
Party tentsqty 3
Bar stoolsqty 6
Waste binsqty 8

Sports equipment

Sailboatsqty 12
Life jacketsqty 50
Competition buoysqty 6
Buoy anchorsqty 6
Anchor linesqty 6
Starting flag
Signal flagsqty 8
Start Line
Finish line
Anemometersqty 2
Binocularsqty 4
Waterproof bagsqty 8
Waterproof clothingqty 8

Equipment

Safety boat
Backup boat
Walkie-Talkiesqty 6
Megaphone
Walkie-talkiesqty 6
Laptopsqty 2
Printer
Extension cordsqty 4
Power stripsqty 4

Lighting

LED work lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Bowlsqty 40
Knivesqty 80
Forksqty 80
Spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving spoonsqty 8
Pliersqty 6
Aluminum foilqty 2

Decorations

Competition flagsqty 12
Bib numbersqty 12
Bannersqty 6
Conesqty 20
Barrier tapeqty 4
Tableclothsqty 8
Trophiesqty 3
Medal ribbonsqty 12

Cleaning

Trash bagsqty 40
Hand soapqty 4
Disinfectantqty 3
Spongesqty 8
Dish brushesqty 4
Dish soapqty 3
Cleaning clothsqty 20
Paper towelsqty 8
Toilet paperqty 24
Towelsqty 12
Broomqty 2
Floor squeegeeqty 2
Bucketsqty 4

Catering

Groceries

Tips

Secure the marina, race permit and waterway notification before opening registration. Allow at least 4–6 weeks for approvals and confirm whether the start and finish area require separate arrangements.
Publish the course, start time, finish procedure and race rules with the entry form. Send the final participant information at least 7 days before the race, including start numbers, crew details and any dietary information.
Plan safety cover for the full race window, not only the start. Have a safety boat and reserve boat assigned, check radios before the briefing, and record who is responsible for first aid and each course section.
Set a weather decision deadline, such as 24 hours before the start, and check the forecast again on race morning. Tell crews exactly where updates will appear and who can postpone, shorten or cancel the race.
Prepare the shore operation separately from the water operation. Print race forms, test the printer and laptops, charge radios and handhelds, and protect paperwork and electronics in waterproof bags before volunteers arrive.

Frequently asked questions

How far in advance should I plan a sailing race?: Start planning at least 8–12 weeks ahead for a small sailing race. This gives you time to reserve the marina, secure permissions, confirm officials and boats, and open registration before the final 2 weeks.
When should sailing race registration close?: Close registration about 7 days before the race if crews, start numbers and catering need to be confirmed. Keep a short reserve period only for changes that do not affect safety or the course plan.
How many safety boats does a sailing race need?: Plan at least one designated safety boat and one reserve boat for the race operation. The final number depends on the course, fleet size and local safety requirements, so confirm coverage before publishing the course.
What should I check on the morning of a sailing race?: Check the weather, wind readings, course marks, start and finish lines, radios, flags and safety equipment before the briefing. Complete these checks at least 60–90 minutes before the first start so there is time to replace missing or faulty equipment.

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.