Skid Course Planning Checklist

A skid course needs more preparation than booking a training location and inviting drivers. You need a reliable participant list, completed waivers, confirmed payments, suitable cars, clear arrival instructions and a weather plan. Work through the checklist in order: secure the venue first, then manage registrations and catering, and finish with safety, documents and setup. The final checks should leave enough time to fix missing fuel, equipment, food or paperwork before participants arrive.

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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

Reserve the skid training location
Make catering arrangements
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check payments
Share the route to the venue
Send participant instructions
Check the weather forecast
Confirm Program Final
Confirm catering order
Check the shopping list
Do the shopping
2 people
Chill drinks
Print participant list
Print waiver forms
Compile the music playlist
Check the cars and fuel
2 people
Collect materials
2 people

Event

Open venue
2 people
Mark parking spaces
2 people
Set up the reception area
3 people
Set up the registration table
Set out coffee and tea
2 people
Test the music and speaker
Receive participants
2 people
Register attendance
Have liability waivers signed
Serve coffee and tea
2 people
Attend the safety briefing
12 people
Assign groups and starting order
2 people
Guide participants to the lane
2 people
Facilitate fin exercises
2 people
Refill water and soft drinks
Take group photo
Serve snacks
2 people
Set up the buffet
3 people
Serve dinner
3 people
Refill drinks
Handle prize ceremony
Provide music
See off the last participants
2 people

Aftercare

Collect tableware
2 people
Store leftovers in the fridge
2 people
Collect waste
2 people
Clean the room
3 people
Load materials
2 people
Return borrowed items
2 people
Check invoices and deposit
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 4
Chairsqty 14
Folding tableclothqty 4

Tableware

Reusable cupsqty 30
Platesqty 18
Cutlery setsqty 18
Coffee cupsqty 18
Serving plattersqty 8
Pouring jugsqty 4

Equipment

Coolersqty 3
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Phone chargersqty 3

Sports equipment

Safety vestsqty 14
Traffic conesqty 12
Bib numbersqty 14
Stopwatchesqty 3
Prizesqty 3
Umbrellasqty 4

Kitchen

Coffee maker
Kettlesqty 2
Cutting boardsqty 2
Chef's knifeqty 2
Serving spoonsqty 4
Aluminum foil
Food storage containersqty 6
Thermos flasksqty 3

Cleaning

Waste binsqty 3
Hand soap dispensersqty 2
Cleaning clothsqty 8
Bucketsqty 2
Broom and dustpan
Mopqty 2

Catering

Groceries

Tips

Book the skid training location before opening registrations. Once the date and venue are confirmed, send invitations with the route, arrival time and registration deadline so you can build a dependable participant list.
Close registrations several days before the course and check payments against the final list. Collect dietary requirements at the same time, then give the caterer one confirmed headcount rather than changing the order on the day.
Send participant instructions before the event, including the route to the venue, what time to arrive and which forms must be completed. Print the participant list and waiver forms before leaving for the site; relying on a phone signal at the venue can slow registration.
Check each car and its fuel before the course, not when drivers arrive. A weather forecast check the day before and again on the morning helps you decide whether umbrellas, extra clothing guidance or a change to the final programme is needed.
Set up the reception and registration areas before opening the venue. Mark parking spaces, place safety vests and traffic cones where they are needed, and prepare coffee, tea, chilled drinks and waste bins before the first participants check in.

Frequently asked questions

How far in advance should I book a skid course venue?: Book the training location as soon as you have a preferred date, ideally at least 6 to 8 weeks ahead. This gives you time to open registrations, confirm the programme and arrange catering without rushing.
When should I close registrations for a skid course?: Set the registration deadline at least 5 to 7 days before the course. Use the final list to check payments, collect dietary requirements, confirm catering and print the documents.
What should I check the day before a skid course?: Check the weather forecast, final programme, catering order, shopping list, cars and fuel, materials and participant paperwork. Allow at least 2 hours for these checks so missing equipment or food can still be replaced.
How early should the venue be set up before participants arrive?: Open the venue at least 60 to 90 minutes before registration starts. That gives you time to mark parking spaces, set up tables, prepare coffee and tea, position safety equipment and test power connections.

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