Sailing race checklist: what to arrange and when

A sailing race needs more than a course and a start time. You need the location, race format, safety cover, support boats, rules, entries and communications lined up before competitors arrive. This checklist covers the practical sequence, from reserving the start, finish and rescue areas to checking wind conditions, issuing start groups and preparing race equipment. Use it to spot the details that are often left until the last day, such as waterproof communications, route maps and a clear cancellation decision.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set competition format
2 people
Reserve competition venue
Set start and finish area
2 people
Draw up competition rules
2 people
Prepare safety plan
2 people
Check permits
Reserve rescue boat
Reserve the jury boat
Reserve start ship
Send invitations
2 people
Open registration form
Register participants
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Assign starter groups
2 people
Assign start numbers
2 people
Check the weather forecast
Check the weather and wind forecast
Determine match cancellation
2 people
Print the route map
Send participant information
Gather competition materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Print the starting lists
Prepare briefing kit
Inspect the site
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the catering table
3 people
Check buoys and anchor lines
3 people
Lay out the race buoys
4 people
Equip the starter boat
3 people
Equip the jury boat
2 people
Check the rescue boat
2 people
Prepare safety equipment
2 people
Hang flags and signs
2 people
Test sound and walkie-talkies
2 people

Event

Open registration
3 people
Hand out race numbers
2 people
Register boats and crew
2 people
Give the safety briefing
3 people
Guide participants to the start area
3 people
Explain the starting procedure
2 people
Give the signal
3 people
Follow the competition
5 people
Carry out a safety check
3 people
Record passing times
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Record the finishing order
3 people
Help boats moor safely
3 people
Check the result
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Hold the awards ceremony
3 people
Thank participants
Collect waste immediately
2 people

Aftercare

Collect competition equipment
3 people
Remove buoys from the water
4 people
Clear out the start boat
2 people
Empty jury boat
2 people
Empty rescue boat
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the grounds
4 people
Empty waste containers
2 people
Return rented materials
2 people
Dry competition equipment
2 people
Store competition equipment
2 people
Cool down or discard leftovers
2 people
Publish the results
Email results to participants

What to bring

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

Furniture

Party tentqty 3
Foldable tablesqty 8
Folding chairsqty 70
High tablesqty 4
Registration desk
Tableclothsqty 8

Sports equipment

Competition buoysqty 8
Anchor linesqty 8
Anchorsqty 8
Start flagsqty 6
Finish flag
Start number vestsqty 70
Spare paddlesqty 4
Cable reelsqty 4
Game hornsqty 2
Medal ribbonsqty 3

Equipment

Waterproof walkie-talkiesqty 6
Megaphone
Stopwatchqty 4
VHF radioqty 2
Power banksqty 6
Extension cordsqty 3
Power stripsqty 3
Speaker
Thermos flasksqty 6
Coolersqty 8
Waterproof storage boxesqty 6
Handcartsqty 2

Safety

Life jacketsqty 20
Life ringsqty 4
Throw linesqty 4
Emergency blanketsqty 10
Flashlightsqty 6
First aid kitsqty 2
Work glovesqty 10

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 40
Serving spoonsqty 8
Scissorsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Pouring jugsqty 6
Food warmersqty 4
Barbecueqty 2
Barbecue tongsqty 4
Aluminum foilqty 3

Decorations

Start and finish signqty 2
Directional signsqty 8
Competition postersqty 4
Prize tablecloth

Lighting

LED light garlandsqty 6
LED lanternsqty 8

Cleaning

Waste binsqty 8

Catering

Groceries

Tips

Set the race format, competition rules and start groups before opening registration. Assign start numbers only after you know how many competitors are taking part, then send the final participant information with the route map.
Reserve the rescue boat, jury boat and start boat early, and confirm who operates each one. Treat these as separate jobs: one boat may not be able to cover safety, judging and starting at the same time.
Build the safety plan around the course rather than the shore. Check that you have enough life jackets and life rings, and test waterproof radios, the megaphone and the marine radio before race day.
Make the weather decision part of the schedule. Check the forecast and the water and wind report on the day before, then set a specific time on race morning for deciding whether the race will go ahead.
Prepare the shore setup the evening before where possible. Keep flags, buoys, anchor lines, stopwatches, horns and waterproof storage boxes together, and charge power banks before the registration table opens.

Frequently asked questions

How far in advance should I organise a sailing race?: Start the location, format and support-boat arrangements at least 6 to 8 weeks ahead. Open registration once the rules, course area and safety plan are clear, leaving the final week for entries, equipment and weather checks.
How many support boats do I need for a sailing race?: Plan for at least one rescue boat, one jury boat and one start boat when those roles cannot safely be combined. The final number depends on the course, fleet size and local safety requirements, so confirm the arrangement before registration opens.
When should I send sailing race information to participants?: Send the first invitation when registration opens, then send the confirmed start groups, numbers, rules and route map at least 3 to 5 days before the race. Include the latest arrival and registration time so the shore team is not answering basic questions at the start.
When should I decide whether to cancel a sailing race for weather?: Check the forecast and water and wind report the day before, then make the go-or-cancel decision at a fixed time on race morning, such as 2 to 3 hours before the first start. Communicate the decision immediately through the participant contact channel.

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.