What to buy for a sailing race

A sailing race needs more than boats and buoys. You will need clearly marked race equipment, safety gear for the water, supplies for registration and enough food and drinks for crews, volunteers and officials. Plan the shore setup at the same time: tables, shelter, cooling, power and a working printer can easily be overlooked. This checklist helps you gather everything before the start boat leaves the dock.

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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
- Hamburgers - 100 pieces
- Vegetarian burgers - 20 pieces
- Hamburger buns - 120 pieces
- Chicken skewers - 80 pieces
- Corn cobs - 40 pieces
- Mixed salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Onions - 3 kilograms
- Lettuce - 10 heads
- Herb butter - 2 kilograms
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 liters
- Garlic - 6 bulbs
- Bread - 12 loaves
- Herb cheese - 2 kilograms
- Hummus - 2 kilograms
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted peanuts - 4 kilograms
- Cookies - 6 packs
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Ice cubes - 20 kilograms
- Barbecue charcoal - 30 kilograms
- Firelighters - 2 boxes
- Napkins - 600 pieces
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Prepare one complete safety set for each safety position, including a life jacket, throw line and radio, and keep a spare set on shore. Check every radio and charge it before race day.
Pack race documents in waterproof document sleeves, including the participant list, race instructions and course information. Print the participant list and start numbers at least 1 day before the race.
Allow 2 to 3 drinks per person for the first hour, then 1 drink per person per additional hour. Chill the drinks in several coolers so volunteers are not opening the main supply during the start sequence.
Set up the registration table with the laptop, printer, extension leads and power strips before participants arrive. Bring spare paper and test a printed start list at least 2 hours before registration opens.
Provide one reusable cup, plate and cutlery set per guest, plus at least 10% extra for replacements. Count coffee cups separately if coffee is served, because they are often used up first.

Frequently asked questions

What safety equipment do I need for a sailing race?: Plan at least one life jacket, throw line and radio for every person assigned to a safety boat or safety position. Keep a spare life ring and additional rescue equipment on shore, and inspect everything before launch.
How many drinks should I buy for a sailing race?: Buy 2 to 3 drinks per person for the first hour, followed by 1 drink per person for every extra hour. Add around 10% extra for hot weather, delayed finishes or volunteers who stay after the race.
When should I print the sailing race documents?: Print the participant list, start numbers and race cards at least 1 day before the event. Keep a printer, paper and laptop available on race day for last-minute changes, and place the final documents in waterproof sleeves.
How many reusable cups and plates do I need?: Plan one cup, plate and cutlery set per expected guest, plus 10% extra. For 50 guests, that means at least 55 cups, 55 plates and 55 cutlery sets.

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