SUP race checklist: what to arrange and when

A SUP race needs more than boards and a start line. You must secure the venue and water access, set clear rules, build a safety plan, and give participants useful information before race day. Work backwards from the start time: registrations and route details come first, while weather checks, race packs, chilled drinks and equipment checks happen close to the event. This checklist keeps the planning sequence clear and helps prevent the details that are often left until the last morning.

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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
Reserve competition venue
Apply for permits
Coordinate water usage
Prepare safety plan
2 people
Record emergency scenarios
2 people
Write competition rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Assign judges
Book the safety crew
Process registrations
2 people
Collect dietary requirements
Send participant information
Set the route and turnaround points
3 people
Check water depth
2 people
Monitor the weather forecast
Assign start numbers
2 people
Publish start list
Order prizes and medals
Do the shopping
2 people
Check materials
3 people
Assemble competition packs
3 people
Chill food and drinks
2 people
Lay out bib numbers
2 people
Mark off the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Mark the finish area
3 people
Place buoys and ribbons
4 people
Check safety boats
3 people
Set up the first aid station
2 people
Prepare the jury table
2 people
Test sound system
2 people

Event

Receive participants
3 people
Hand out starter packs
3 people
Register participants
3 people
Carry out materials check
3 people
Give the safety briefing
3 people
Inform the audience
2 people
Guide the start procedure
4 people
Follow the race progress
6 people
Position safety boats
4 people
Record split times
3 people
Check off finishers
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
2 people
Collect waste
2 people
Check results
3 people
Prepare awards ceremony
2 people
Support awards ceremony
3 people
Provide music and announcements
2 people
Guide the audience
3 people
Check out the last participants
2 people
Collect competition equipment
4 people

Aftercare

Take down tents
4 people
Dismantle furniture
4 people
Remove buoys and ribbons
4 people
Wash dishes
3 people
Clean the venue
5 people
Dispose of waste
2 people
Store materials dry
3 people
Return borrowed materials
2 people
Send results and photos
Handle lost and found
Process invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Judges' table

Sports equipment

SUP boardsqty 10
Paddlesqty 10
Leash linesqty 10
Life jacketsqty 90
Spare paddlesqty 5
Buoysqty 12
Race ribbonsqty 20
Start Line
Finish arch
Bib numbersqty 100
Wristbandsqty 120
Stopwatchesqty 6
Megaphonesqty 3
Binocularsqty 3
Life ringsqty 6
Throw linesqty 6
Flashlightsqty 6

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Walkie-talkiesqty 8
Laptopqty 2
Printer
Coolersqty 6
Water jugsqty 8

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Thermos flasksqty 6
Serving traysqty 6
Ice packsqty 24
Food containersqty 12

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Nitrile glovesqty 100
Safety vestsqty 20
Flashlightsqty 8
Crowd control barriersqty 20
Traffic conesqty 20

Lighting

LED string lightsqty 6
LED lanternsqty 8

Decorations

Buntingqty 8
Competition postersqty 12
Direction signsqty 12
Prizesqty 9
Medalsqty 30

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Secure the venue, permits and water-use arrangements before opening registration. Allow at least 4–6 weeks for approvals, especially if the route uses public water or needs a safety crew.
Publish the race format, rules, route, turnaround points and equipment requirements with the registration form. Send the final participant information and start list at least 3–5 days before the race.
Build the safety plan around the actual course: check water depth, mark hazards and turning points, and place life rings, throw lines, walkie-talkies and a staffed safety crew where they can be reached quickly.
Prepare race-day identification in advance. Assign bib numbers, assemble competition packs and set out wristbands, stopwatches, megaphones and judging materials before participants arrive.
Check the forecast repeatedly during the final 48 hours, then make the go/no-go decision early enough to contact every participant. Keep food and drinks chilled and test the sound system, microphones, power and spare batteries before the briefing.

Frequently asked questions

How far in advance should I organise a SUP race?: Start planning at least 8–12 weeks ahead. Aim to have the venue, permits, water-use arrangements, safety crew and competition format confirmed 4–6 weeks before race day.
When should I open registration for a SUP race?: Open registration once the venue, route, rules and safety requirements are clear, usually 4–6 weeks before the event. Close it early enough to process entries, dietary requirements and start numbers 3–5 days before the race.
What safety equipment do I need for a SUP race?: Plan safety cover for the full route, including life jackets, life rings, throw lines, spare paddles, walkie-talkies and clear emergency procedures. Complete a route and water-depth check at least 1–2 days before the race, then recheck conditions on the morning.
When should I check the weather for a SUP race?: Monitor the forecast from 7 days out, review it daily during the final 48 hours, and make the final decision on the morning of the race. Tell participants about any change as soon as the decision is made.

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.