Sailing race checklist: what to arrange and when

A sailing race depends on more than boats and a start line. You need the course, permits, safety cover, communications and volunteers ready before participants arrive. This checklist takes you from choosing the race format and date to checking the weather, assigning start numbers and preparing the finish. It also helps you catch details that are often left too late, such as testing radios, confirming rescue cover and making printed race forms waterproof.

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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

Define the competition format
2 people
Set the match date
2 people
Reserve dock and staging area
2 people
Apply for competition permit
Prepare safety plan
2 people
Compile emergency numbers
Write out the competition rules
2 people
Determine track and buoy positions
3 people
Open the participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Secure the starting ship
Reserve rescue boat
Check the weather forecast
Final confirmation of participants
Assign start numbers
2 people
Print competition forms
Assemble participant packs
2 people
Check moorings and anchors
2 people
Check safety equipment
2 people
Inspect sailboats technically
3 people
Test marine radios and walkie-talkies
2 people
Lay out prizes and medals
Do the shopping
2 people
Chill drinks
2 people
Make route and information signs
2 people
Prepare the weather decision
2 people
Inspect the site
2 people
Check the start boat and rescue boat
3 people
Set out the competition course
4 people
Set up tents and tables
4 people
Set up registration desk
2 people
Set up catering point
3 people
Test announcements and communication
2 people

Event

Receive participants
3 people
Check registrations
2 people
Hand out race numbers
2 people
Give the safety briefing
3 people
Give skipper briefing
2 people
Serve coffee and tea
2 people
Guide sailboats to the start
3 people
Carry out the start procedure
3 people
Observe the competition
4 people
Record lap times
2 people
Monitor safety on the water
3 people
Refill drinks
2 people
Serve snacks
2 people
Record the finishing order
2 people
Escort sailboats back to the harbor
3 people
Check the result
2 people
Set up the dinner buffet
3 people
Serve dinner
4 people
Prepare awards ceremony
2 people
Carry out award ceremony
3 people
Host the open bar
2 people
Announce the final round
See participants off
2 people

Aftercare

Bring in the buoys and anchors
4 people
Pack up the start boat and rescue boat
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the venue
3 people
Inventory materials
2 people
Clean sailboats
3 people
Dry safety equipment
2 people
Return rented materials
2 people
Publish the results
Send thank-you message to participants
Archive contest forms
Set damaged items aside
2 people
Process deposits and keys

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 4
Waste binsqty 6

Sports equipment

Sailboatsqty 12
Life jacketsqty 30
Competition buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start flagsqty 5
Finish flag
Bib numbersqty 20
Game clocksqty 2
Measuring tapesqty 2
Waterproof scoreboardsqty 2

Equipment

Start boat
Rescue boat
Outdoor walkie-talkiesqty 3
Walkie-talkiesqty 4
Megaphone
Extension cordsqty 3
Battery chargersqty 4
Weather gauge

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Thermos flasksqty 6

Decorations

Competition postersqty 6
Route signsqty 4
Name badgesqty 70
Medalsqty 12
Winner's cupsqty 3

Safety

First aid kit
Life ringsqty 4
Rescue linesqty 4
Flashlightsqty 6
Safety blanketsqty 6

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 12
Washing-up tubsqty 3
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set the course and safety plan before opening registration. Confirm the harbour, start area, buoy positions and emergency procedures early enough to include them in participant information.
Book the start ship and rescue boat as soon as the date is fixed. A race should not depend on finding safety cover during the final week, especially when several boats start together.
Test every radio and portable communication device before race day, then charge batteries the night before. Keep emergency numbers and a working megaphone at the start area as a backup.
Close entries before the final participant confirmation. Use the confirmed list to assign start numbers, prepare participant packs and print enough race forms, with a few spares for last-minute changes.
Check boats, buoys, anchors and safety equipment in one practical inspection before launch. On race morning, repeat the weather check and confirm that the course and start procedure still match the conditions.

Frequently asked questions

How far in advance should I plan a sailing race?: Start planning at least 8 to 12 weeks before the race. Fix the date and format first, then reserve the harbour, start ship and rescue boat before opening registration.
When should I apply for a sailing race permit?: Apply as soon as the date, harbour and course area are known, preferably 6 to 8 weeks in advance. Permit requirements vary, so do not wait until the final two weeks to check them.
How many safety boats do I need for a sailing race?: For a small race, plan at least one dedicated rescue boat and confirm its crew and equipment in advance. Larger fleets or courses spread over a wide area may require additional cover based on the safety plan and local rules.
When should I send the final sailing race information to participants?: Send the practical race information 5 to 7 days before the start, including arrival instructions, start procedure, course details and safety requirements. Confirm the final participant list and start numbers no later than the day before.

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.