SUP clinic checklist: what to arrange and when

A SUP clinic needs more planning than booking boards and choosing a launch point. You need a confirmed water route, suitable instructors, participant details, safety equipment and a clear plan for changing, registration and refreshments. This checklist puts the work in a practical order, from reserving the venue to bringing the boards to the water. It also helps you catch details that are often left until the last day, such as dietary requirements, charged radios and a second weather check.

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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 venue and water route
Check permits and regulations
Assign instructors and guides
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Update participant list
Check the weather forecast
Share route and safety plan
Send participants practical information
Check materials and quantities
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
Prepare snacks and lunch
3 people
Lay out participant packs
2 people
Apply board numbers
2 people
Charge batteries and communication equipment

Event

Check the weather forecast again
Prepare safety equipment
2 people
Set up the registration desk
2 people
Set up tables and chairs
3 people
Set up party tents and changing area
4 people
Bring the SUP materials to the water's edge
4 people
Lay out boards and paddles
3 people
Set up registration desk
2 people
Handle reception and registration
2 people
Set out coffee and tea
2 people
Serve welcome drinks
2 people
Assign participants by group
2 people
Give the safety briefing
3 people
Demonstrate paddling technique
2 people
Hand out boards and equipment
4 people
Guide beginners on the water
4 people
Guide the advanced group
3 people
Hand out water and snacks
2 people
Escort participants back safely
4 people
Collect boards and paddles
4 people
Rinse and dry the materials
3 people
Serve sandwiches and snacks
3 people
Refill drinks
2 people
Answer participant questions
2 people
Wash dishes and glasses
2 people
Collect waste along the way
2 people
Check out the last participants

Aftercare

Clear tables and chairs
3 people
Take down and store the tents
4 people
Leave the waterfront clean
3 people
Inventory materials
2 people
Record damage
Store materials clean and dry
3 people
Dispose of waste
2 people
Return borrowed materials
2 people
Thank participants

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2
Beer benchesqty 4
Clothes racksqty 4

Sports equipment

SUP boardsqty 22
SUP paddlesqty 22
Ankle bandsqty 22
Life jacketsqty 25
Wetsuitsqty 20
Spare paddlesqty 4
Waterproof barrelsqty 6
Carrying strapsqty 6

Safety

Life ringsqty 2
Throw linesqty 3
Whistlesqty 6
First aid kitsqty 2
Flashlightsqty 4
Waterproof phone casesqty 4

Equipment

Megaphonesqty 2
Rechargeable walkie-talkiesqty 6
Extension cordsqty 3
Power stripsqty 3
Coolersqty 6
Thermos flasksqty 4

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Mugsqty 30

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Serving spoonsqty 6
Bread basketsqty 4

Lighting

LED lanternsqty 8

Cleaning

Bucketsqty 4
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the venue, water route, permits and local regulations before opening registration. Participants need to know where they are going, and restrictions may affect the route or group size.
Assign instructors and guides before invitations go out, then match the final participant list to the available supervision. Send the safety and route plan with the practical information, not on the morning of the clinic.
Check registrations at least 3–5 days beforehand and record dietary requirements, experience levels and emergency details in one working list. Use the final list to check boards, paddles, ankle bands, wetsuits and life jackets.
Do a full equipment check the day before: count boards and paddles, inspect spare paddles and safety gear, and charge walkie-talkies, phones and other communication equipment. Waterproof phone cases and working flashlights are easy to overlook until conditions change.
Repeat the weather forecast on the morning of the clinic and adjust the route or schedule before participants arrive. Set up the registration desk, changing area, tables and refreshments first, then bring the SUP materials to the water’s edge so the launch area stays organised.

Frequently asked questions

How far in advance should I organise a SUP clinic?: Start booking the venue, water route and instructors at least 4–6 weeks ahead. Open registration only after permits, route details and supervision are confirmed.
When should I send SUP clinic information to participants?: Send the practical information 5–7 days before the clinic, including arrival time, route, clothing, safety instructions and what happens in bad weather. Send a final weather and meeting-point update no later than the morning before the event.
How many safety items do I need for a SUP clinic?: Provide one suitable life jacket and ankle band per participant, plus safety equipment for the group such as life rings, throw lines, whistles and first aid kits. Keep spare paddles, charged communication devices and waterproof phone protection available before launch.
When should I check the SUP equipment and food?: Check quantities and condition the day before, including boards, paddles, wetsuits, coolers and serving items. Chill drinks and prepare snacks or lunch early enough that everything is ready before participant registration starts.

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