SUP relay checklist: organise race day without last-minute gaps

A SUP relay needs more than boards and a start line. You need a checked water route, a workable team draw, safety cover, clear race information and equipment ready for inspection. Work through the plan in order: secure the venue and permissions first, then manage registrations and teams, and finish with setup, briefings and refreshments. Build in time for deliveries, weather checks and equipment collection, because these are the jobs most often left until race 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

Invite participants
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assemble teams
2 people
Create the starting lineup
2 people
Reserve venue
Check permits
Check the water route
2 people
Develop safety plan
2 people
Check the weather forecast
Send participant information
2 people
Confirm deliveries
Check the shopping list
Do the shopping
2 people
Pick up SUP equipment
3 people
Technically inspect equipment
3 people
Prepare race numbers
2 people
Print the match schedule
Prepare catering
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and tents
4 people
Set up registration desk
2 people
Block off the competition area
3 people
Set up buoys and turnaround points
3 people
Mark the start and finish lines
2 people
Prepare safety equipment
2 people
Test sound system
2 people
Brief volunteers
3 people

Event

Open registration
3 people
Hand out race numbers
2 people
Hand out paddles and life jackets
3 people
Check material fit
2 people
Give the safety briefing
2 people
Lead the warm-up
2 people
Start the first relay
3 people
Record intermediate results
2 people
Manage exchange zones
4 people
Monitor water safety
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect used cups
2 people
Announce finalists
Prepare the final
3 people
Lead the final
4 people
Check the result
2 people
Present prizes
2 people
Serve evening catering
3 people
Turn on lighting
2 people
Check out the last participants
2 people

Aftercare

Take the SUPs out of the water
4 people
Rinse SUP equipment
3 people
Clear Buoys and Lines
3 people
Take down tables and tents
4 people
Collect waste
3 people
Wash tableware and equipment
3 people
Clean the grounds
3 people
Turn off lights
2 people
Inventory supplies
2 people
Store materials in a dry place
3 people
Return borrowed equipment
2 people
Clear away leftover catering
2 people
Take waste to the collection point
2 people
Collect securing materials

What to bring

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

Sports equipment

SUP boardsqty 12
SUP paddlesqty 16
SUP Leashesqty 16
Life jacketsqty 20
Spare paddlesqty 4
Competition buoysqty 8
Anchor linesqty 8
Start Line
Finish line
Life ringsqty 3
Throwing hooksqty 2
Whistlesqty 6
Team bibsqty 60
Bib numbersqty 60
Conesqty 24
Stopwatchesqty 4
Waterproof bagsqty 6

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 24
High tablesqty 4
Clothes racksqty 2
Storage cratesqty 12
Crowd control barriersqty 12

Equipment

Battery speaker
Wireless microphone
Megaphone
Power banksqty 4
Extension cordsqty 3

Lighting

LED string lightsqty 4
Battery lampsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving jugsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 6
Serving traysqty 6
Food containersqty 12
Ice cube traysqty 4

Decorations

Stage-free prize standard
Prizes and medalsqty 12
Team flagsqty 12
Route signsqty 10
Chalkboardsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Washing-up basinsqty 3
Drying racksqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the relay. Use the final entries to assemble teams, record dietary requirements and print bib numbers and the match schedule.
Check the water route and permissions at least 2 weeks ahead. Mark the competition area with buoys, an anchor line, cones and barriers, and confirm where the start and finish lines will go.
Inspect every SUP board, paddle, leash and life jacket before setup. Keep spare paddles, throwing hooks, life rings and whistles together in a clearly marked safety area rather than in general storage.
Send participant information no later than 3 days before the event. Include arrival time, team assignment, start position, route, safety instructions and what happens if the weather changes.
Plan race-day setup backwards from the first start: allow at least 2 hours for tables, tents, registration, barriers, signage and the sound system, then chill drinks and prepare snacks before participants arrive.

Frequently asked questions

How far in advance should I organise a SUP relay?: Start venue, route and permit checks at least 4 to 6 weeks before the relay. Open registration once those basics are confirmed, and close entries about 7 days before race day so teams and the schedule can be finalised.
How many SUP boards do I need for a relay?: The number depends on your race format and how many teams are on the water at once. Count one board per simultaneous team or leg, then add at least 1 spare board and spare paddles for equipment failures.
When should I check the weather for a SUP relay?: Check the forecast 72 hours before the event for planning, then review it again the evening before and on race morning. Use the safety plan to define when the route, start time or event must be changed.
How much time is needed to set up a SUP relay?: Allow at least 2 hours on site for the competition area, registration desk, tents, tables, barriers, start and finish lines and audio equipment. Collect and technically inspect the SUP equipment before that setup window wherever possible.

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.