SUP race checklist: what to arrange and when

A SUP race needs more than boards, paddles and a start line. You need a measured course, permission to use the water, a clear safety plan and enough people to manage registration, timing and rescue cover. Start with the format and location, then open registration and confirm the operational details. In the final week, check the forecast, inspect the site and prepare participant information, race numbers and results paperwork. This checklist keeps the planning sequence clear from first decision to race-day setup.

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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

Set competition format
2 people
Measure the course
3 people
Reserve start and finish location
Arrange permits and notifications
Prepare a water safety plan
2 people
Arrange rescue coverage
Send invitations
2 people
Open registration form
Publish competition rules
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Assign start numbers
2 people
Brief volunteers
3 people
Confirm equipment reservations
Check the weather forecast
Send participant information
2 people
Do the shopping
2 people
Collect materials
3 people
Lay out bib numbers
2 people
Print result forms
Fill coolers
2 people
Inspect the site
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Set up the catering buffet
3 people
Set up race buoys
4 people
Set up finish arch
3 people
Test sound system
2 people
Set up the first aid and rescue station
2 people
Check boards and paddles
3 people
Hold a staff briefing
5 people

Event

Register participants
3 people
Hand out race numbers
2 people
Distribute materials to participants
3 people
Give safety instructions
3 people
Give the opening speech
Carry out the start procedure
4 people
Staff the course checkpoints
6 people
Track participants on the water
4 people
Record split times
2 people
Register finishers
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect used cups
2 people
Check results
2 people
Handle prize ceremony
3 people
Serve participant dinner
4 people
Provide music
Serve last-round drinks
2 people
Close off the grounds
3 people

Aftercare

Gather competition materials
4 people
Remove buoys from the water
4 people
Collect waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean dishes and equipment
3 people
Leave venue clean
4 people
Return materials
3 people
Post the results online
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 80
Registration tablesqty 2
Waste binsqty 6

Sports equipment

SUP boardsqty 40
SUP paddlesqty 40
Leashesqty 40
Life jacketsqty 45
Competition buoysqty 12
Life ringsqty 4
Rescue linesqty 4
Waterproof storage barrelsqty 6
Start flagsqty 3
Whistlesqty 8
Race number vestsqty 40
Medal ribbonsqty 60
Trophiesqty 3

Equipment

Stopwatchesqty 6
Walkie-talkiesqty 8
Megaphone
Sound system
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 8
Notice boardsqty 3
Waterproof foldersqty 8

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Safety vestsqty 12

Decorations

Finish arch
Wind-resistant flagsqty 12
Barrier tapeqty 4

Cleaning

Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the race format and measure the course before opening registration. Publish the distance, start procedure, turning points and finish method so participants know exactly what they are entering.
Arrange permits, location reservations and rescue coverage early. Allow at least 4–6 weeks for water-use notifications and confirm who is responsible for each section of the safety plan.
Close registration with enough time to process entries and assign start numbers. Send the final participant briefing at least 3 days before the race, including arrival time, equipment requirements and safety instructions.
Brief volunteers before race day, not during setup. Give registration, course, timing, communications and water-safety teams written roles, plus a clear radio or whistle procedure for emergencies.
Keep race administration and wet equipment separate. Use waterproof storage for forms and communications, and prepare coolers, tents, tables, signage and powered equipment after the site inspection confirms where everything can safely go.

Frequently asked questions

How far in advance should I organise a SUP race?: Start planning at least 8–12 weeks before the race. Permits, location reservations, rescue coverage and equipment bookings can take several weeks, so do not wait until registration opens.
When should I check the weather for a SUP race?: Check the forecast 7 days before the event for early warnings, then make the final operational check 24 hours before the start. Define in advance which wind, wave or lightning conditions trigger a delay or cancellation.
How many safety crew members does a SUP race need?: There is no single number for every course, but assign named rescue coverage for the full route and keep communication between the start, finish and safety teams. Final staffing depends on course length, water conditions, participant numbers and local requirements.
When should participants receive the SUP race information?: Send the final briefing at least 3 days before race day, after registrations and start numbers are confirmed. Include check-in time, course details, rules, safety instructions, parking or access information and what participants must bring.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.