A practical checklist for organising a SUP tour

A SUP tour needs more planning than simply booking boards and choosing a launch point. You need a confirmed route, start and finish locations, equipment checks, participant information and a clear safety plan. Work through the arrangements early, then use the final week for weather checks, shopping and printing route materials. On the day itself, allow time to load transport, set up registration and inspect every board, paddle and safety item 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

Confirm route and date
Reserve SUP rental
Reserve the start and finish locations
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check the weather forecast
Share route and safety plan
Do the shopping
2 people
Pick up SUP equipment
2 people
Check materials for damage
2 people
Print route maps
Prepare participant information
Chill drinks
2 people
Prepare snacks
2 people
Check emergency contacts

Event

Load transport to the start location
3 people
Inspect the starting location
2 people
Set up tables and tent
3 people
Set up the registration table
2 people
Lay out SUPs and paddles
3 people
Prepare safety equipment
2 people
Receive participants
2 people
Register attendance
2 people
Hand out paddles and life jackets
2 people
Give the safety briefing
2 people
Explain the technique and route
2 people
Launch participants into the water
3 people
Lead the SUP tour
4 people
Stock the break area
2 people
Count participants and materials
2 people
Take the SUPs out of the water
4 people
Serve snacks and drinks
2 people
Set up the buffet
3 people
Serve dinner
3 people
Refill drinks
Dry and bundle materials
3 people
Collect waste along the way
Wash dishes
2 people
See participants off
2 people

Aftercare

Take down tables and tent
3 people
Leave the venue clean
3 people
Dispose of waste
2 people
Return SUP equipment
3 people
Return borrowed equipment
2 people
Store leftover materials neatly
2 people
Handle deposits and reservations
Return lost property
Send thank-you message

What to bring

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

Sports equipment

SUP boardsqty 32
SUP paddlesqty 32
Life jacketsqty 32
Ankle bandsqty 32
Spare paddlesqty 4
Waterproof phone casesqty 6
Waterproof route map coversqty 4
Waterproof dry bagsqty 10
Hand pumpsqty 4
Repair kitsqty 2
Paddle oarsqty 6
Whistlesqty 6
Rescue linesqty 2
Marker buoysqty 6
Waterproof walkie-talkiesqty 4

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Tableclothsqty 6
Clothes racksqty 2

Equipment

Coolersqty 6
Extension cordsqty 3
Power stripsqty 3
Rechargeable lampsqty 6

Kitchen

Thermos flasksqty 4
Coffee machinesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 40
Cutlery setsqty 40
Coffee cupsqty 40
Water jugsqty 6

Lighting

LED light garlandsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6
Reflective vestsqty 8
Fire extinguisher

Organization

Registration desk labelsqty 40
Waterproof markersqty 6
Clipboardsqty 4
Route mapsqty 40
Wristbandsqty 40
Table numbersqty 6
Ratchet strapsqty 12

Cleaning

Waste binsqty 6
Dustpans and brushesqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm the route, date and launch and finish locations before sending invitations. The route determines how many boards, paddles, safety items and transport spaces you need.
Set a registration deadline at least 7 days before the tour. Use the final participant list to collect dietary requirements, check emergency contacts and prepare enough snacks and drinks.
Check the forecast again 24 hours before departure and share the route and safety plan with participants. Include meeting times, what to bring and how the group will communicate on the water.
Inspect the SUPs, paddles and safety equipment before loading them. Keep spare paddles, repair kits, hand pumps, rescue lines and waterproof communication equipment accessible rather than buried in transport.
Set up registration, tables, shade and refreshments before participants arrive. Keep route maps in waterproof covers, and place life jackets and ankle bands where each person can collect and check their equipment.

Frequently asked questions

How far in advance should I book a SUP tour?: Reserve the SUP equipment and both locations as soon as the date and route are agreed, preferably at least 4 to 6 weeks ahead. Send invitations after those bookings are confirmed, then close registrations about 7 days before the tour.
What should I check the day before a SUP tour?: Check the weather forecast, final participant list, dietary requirements, emergency contacts and the route plan 24 hours before departure. Confirm equipment collection, chill the drinks, prepare snacks and make sure maps and phone cases are waterproof.
How many spare paddles do I need for a SUP tour?: Plan at least 1 spare paddle for every 10 participants, with a minimum of 2 for a small group. Also bring a hand pump and repair kit so a minor equipment problem does not stop the tour.
When should participants register on the day?: Open registration 30 to 45 minutes before the planned launch time. This gives you enough time to mark attendance, distribute safety equipment, explain the route and deal with late arrivals without delaying the group.

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.