Sailing Rally Checklist

A sailing rally needs more than boats and a start time. You must coordinate crews, berths, route markers, safety equipment, weather decisions, scoring, and the shore-side finish. Start with the date, route, and locations, then move through registrations and crew assignments before preparing maps, instructions, and supplies. Use the final days for boat inspections, equipment tests, food, drinks, and registration setup so the team is not solving avoidable problems on the water.

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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

Record date and route
2 people
Reserve boats and berths
Reserve start and finish location
Send invitations
Process registrations
Collect dietary requirements
Assign participants and crews
2 people
Draw up the competition rules
2 people
Plan the route and waypoints
2 people
Determine the weather scenario
2 people
Write safety instructions
2 people
Arrange prizes and score sheets
Send participant information
Check the shopping list
Check supplies and equipment
2 people
Do the shopping
2 people
Print route maps and forms
Inspect boats and safety equipment
3 people
Chill drinks
2 people
Prepare snacks and lunch
3 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up registration desk
2 people
Mark route checkpoints
3 people
Test sound and walkie-talkies
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give the safety briefing
3 people
Guide the boats to the start
3 people
Start sailing rally
3 people
Staff route checkpoints
5 people
Register participants and times
2 people
Refill drinks
2 people
Serve snacks and food
3 people
Catch the finishing boats
3 people
Calculate the scores
2 people
Handle prize ceremony
2 people
Lead the evening drinks reception
2 people
Ensure participants leave safely
2 people

Aftercare

Store leftovers in the fridge
2 people
Take down tables and chairs
3 people
Take down party tents
4 people
Clean dishes and equipment
3 people
Collect and remove waste
2 people
Check boats and venue
2 people
Return rented equipment
2 people
Send results and photos

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Bar stoolsqty 6

Sports equipment

Sailboatsqty 10
Life jacketsqty 40
Spare paddlesqty 10
Buoysqty 12
Anchorsqty 10
Mooring linesqty 20
Tow linesqty 4
Waterproof route tubesqty 10
Waterproof phone casesqty 20
Binocularsqty 4
Life ringsqty 2
Waterproof flashlightsqty 6
Anemometersqty 2

Equipment

Walkie-talkiesqty 8
Megaphone
Bluetooth speaker
Power banksqty 6
Charging cablesqty 8
Stopwatchesqty 4
First aid kitsqty 2

Lighting

LED string lightsqty 4
LED lanternsqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 50
Reusable cutleryqty 50
Serving jugsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Serving traysqty 6

Decorations

Bib numbersqty 40
Route flagsqty 20
Tableclothsqty 8
Prizesqty 3

Cleaning

Waste binsqty 6
Hand soap dispensersqty 3
Towel roll holdersqty 3

Catering

Groceries

Tips

Confirm the route, waypoints, start, and finish locations before sending invitations. Participants need the basic schedule and sailing format early, while the final weather scenario can be confirmed closer to the event.
Close registrations before assigning crews and collecting dietary requirements. Leave at least 7 days to balance teams, send participant information, and update route maps or competition forms.
Treat safety as a separate planning track: inspect every boat, life jacket, tow line, mooring line, and communication device before event day. Test walkie-talkies and charge power banks at least 24 hours in advance.
Prepare route checkpoints so they can be identified quickly from the water. Waterproof route tubes, buoys, binoculars, and a clear scoring system help reduce confusion when crews arrive at different times.
Set up the shore area before crews return: registration desk, tables, chairs, tents, lighting, food, and chilled drinks. Keep the final equipment check and registration materials together so check-in does not compete with boat preparation.

Frequently asked questions

How far in advance should I plan a sailing rally?: Start booking boats, berths, and the start and finish locations at least 6 to 8 weeks ahead. Send invitations once the date and basic route are confirmed, then close registrations about 7 days before the rally.
How do you organize crews for a sailing rally?: Collect registrations and dietary requirements first, then assign participants to crews after the registration deadline. Send each person their crew, meeting point, route information, and safety instructions at least 3 days before the event.
When should boats and safety equipment be checked?: Carry out a full inspection 24 to 48 hours before the rally, including life jackets, anchors, mooring lines, tow lines, and communication equipment. Repeat a quick visual check on the morning of the start.
What should I prepare for the sailing rally finish?: Set up tables, chairs, tents, the registration or results desk, food, snacks, and drinks before the first crews return. Print score sheets and route forms no later than the day before, and chill drinks several hours before guests arrive.

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