What to buy for a sailing regatta

A sailing regatta needs more than boats and race equipment. You will also need a reliable shore setup for registration, briefings, refreshments and spectators, plus safety gear that remains accessible throughout the competition. This shopping list covers the practical supplies behind the race village: tents, tables, serving equipment, coolers, power accessories, communication tools and water-safety items. Check quantities against your participant numbers, volunteer shifts and the length of the event before you buy or borrow anything.

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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
Table skirtsqty 8
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 60
Platesqty 80
Bowlsqty 40
Forksqty 80
Knivesqty 80
Spoonsqty 60
Serving spoonsqty 8
Serving boardsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice packsqty 30
Mobile sound system
Wireless microphonesqty 2
Walkie-Talkiesqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
AA batteriesqty 24
AAA batteriesqty 24

Sports equipment

Life jacketsqty 20
Life ringsqty 6
Buoysqty 8
Anchorsqty 8
Anchor linesqty 8
Start Line
Finish line
Start flagsqty 6
Signal hornsqty 3
Stopwatchesqty 6
Binocularsqty 4
Waterproof scoreboardsqty 2
Emergency blanketsqty 20
Waterproof bagsqty 8
Paddlesqty 6
Tow linesqty 6
Mooring linesqty 12
Spare linesqty 6
Bib numbersqty 60
Number stickersqty 120
Trophiesqty 6
Medalsqty 20
Stage signsqty 3
Waterproof route mapsqty 20
Compassqty 2
Flashlightsqty 8

Decorations

Windsocksqty 4
Buntingqty 8
Regatta flagsqty 12
Welcome sign
Wayfinding signsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Kitchen

Barbecueqty 2
Gas burnersqty 2
Gas cylindersqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Barbecue spatulasqty 4
Thermos flasksqty 6
Chilled tablewareqty 4
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 6
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand soap dispensersqty 4
Towel rollsqty 8

Catering

Groceries
- Hamburger buns - 80 pieces
- Beef burgers - 80 pieces
- Vegetarian burgers - 20 pieces
- Chicken skewers - 60 pieces
- Vegetarian skewers - 30 pieces
- Hot dogs - 60 pieces
- Hot dog buns - 60 pieces
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Mixed green salad - 4 kilograms
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Corn - 12 cans
- Pickles - 4 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Hamburger sauce - 3 bottles
- Olive oil - 2 liters
- Vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Italian herbs - 150 grams
- Butter - 1 kilogram
- Grated cheese - 2 kilogram
- Cheddar slices - 2 kilograms
- Hummus - 2 kilograms
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salted pretzels - 8 bags
- Peanuts - 6 bags
- Apples - 60 pieces
- Bananas - 60 pieces
- Grapes - 5 kilograms
- Muesli bars - 80 pieces
- Cookies - 10 packs
- Brownies - 60
- Coffee - 2 kilograms
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 1 liter
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Fruit juice - 12 liter
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 30 kilograms
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Nitrile gloves - 200 pieces
- Aluminum trays - 100 pieces
- Wooden skewers - 200 pieces
- Lighters - 4 pieces
- Charcoal - 20 kilograms
- Firelighters - 2 boxes

Tips

Plan one drinking glass per attendee, plus at least 10% extra for breakage, loss or reuse delays. Add coffee cups, plates, bowls and cutlery based on the number of people eating on site, not just the number of sailors.
Use at least one cooler for drinks and a separate cooler for food if both are served. Freeze enough ice packs to keep supplies cold through the full event day; do not rely on a single cooler for registration materials and refreshments.
Count power points before bringing coffee machines, kettles and the mobile sound system. Pack extension cords, power strips and charged power banks, and keep spare AA and AAA batteries with the person managing the microphones and radios.
Place life jackets and life rings where shore volunteers and rescue-boat crews can reach them immediately, rather than storing them under tables or inside a tent. Check every item before the first start and keep the safety equipment dry and visible.
Bring enough tables and chairs for registration, the briefing area and refreshments at the same time. Set up party tents early enough to secure them before the forecast changes; late shelter setup is easy to overlook when boats and course markers take priority.

Frequently asked questions

How many cups and plates do I need for a sailing regatta?: Plan one reusable drinking glass per attendee and add at least 10% spare capacity. For food service, allow one plate and one set of cutlery per expected meal, plus extra serving utensils for each food station.
What safety equipment should I bring to a sailing regatta?: Keep life jackets, life rings and course buoys available before the first start. Count the people assigned to safety duties and check all safety equipment at least 1 hour before competitors go on the water.
How many coolers do I need for a regatta?: Use at least two coolers when serving both drinks and food: one for beverages and one for food. For a full-day event, prepare enough ice packs to maintain cold temperatures throughout the day and keep a separate reserve if access to a freezer is limited.
When should I set up tents, tables and power equipment?: Set up tents, tables and chairs before registration opens, with at least 1 hour reserved for the shore area. Test coffee machines, kettles, microphones, walkie-talkies and power connections before participants arrive.

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