Surf championship checklist: what to arrange and when

A surf championship needs more than a beach, boards and a heat schedule. You must secure the venue and permit early, arrange rescue cover, define categories and rules, and give judges the right paperwork. Registrations, participant terms, dietary requirements and entry fees need closing before you publish the final list. In the final week, weather and golf conditions can change the plan, so confirm the schedule, equipment, shirts, participant packs and communication setup again.

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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 competition venue
Apply for competition permit
Arrange rescue service
Assign judges
Define the competition format
2 people
Set up categories
2 people
Create registration form
Draft participant terms and conditions
2 people
Send invitations
2 people
Publish the competition online
Process registrations
2 people
Collect dietary requirements
Close the participant list
Check the entry fees
Create the heat schedule
2 people
Publish the match schedule
Check the weather forecast
Check golf conditions
Inform participants again
2 people
Do the shopping
3 people
Check surfboards
2 people
Sort the team shirts
2 people
Print the jury forms
Assemble participant packs
3 people
Fill coolers
2 people
Inspect the site
3 people
Review the safety plan
5 people
Mark off the competition area
4 people
Set up the jury tent
4 people
Set up registration tent
3 people
Set up tables and chairs
4 people
Test audio and microphone
2 people
Check power supply
2 people
Put up sponsor boards
3 people
Hang flags
3 people
Lay out the race buoys
3 people
Mark the start and finish lines
3 people
Set out first aid supplies
2 people
Place waste stations
2 people
Set up the participant desk
2 people
Prepare registration lists
Set up judges' table
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Brief volunteers
2 people
Hold the jury briefing
5 people
Give the safety briefing
6 people

Event

Register participants
3 people
Hand out match shirts
2 people
Give the opening speech
Start first heat
3 people
Run the heats
6 people
Record race results
3 people
Monitor safety on the water
3 people
Inform the audience
Take photos and videos
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect waste
2 people
Announce finalists
Announce the final
Lead the final
6 people
Check the final results
3 people
Handle prize ceremony
3 people
Photograph the winners
2 people
Give thanks
Guide the audience to the exit
2 people

Aftercare

Gather competition materials
4 people
Turn off the sound
2 people
Remove signs and flags
3 people
Take down tents
5 people
Clear tables and chairs
4 people
Sort waste
3 people
Clean the beach
5 people
Wash dishes
3 people
Empty the coolers
2 people
Store materials in a dry place
3 people
Rinse off surfboards
2 people
Check the venue
2 people
Return borrowed materials
2 people
Archive photos securely
Publish results
Thank participants
2 people
Send prizes to winners

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Jury tablesqty 2
High tablesqty 6
Clothes racksqty 3
Changing room screensqty 4
Queue postsqty 12

Sports equipment

Surfboardsqty 12
Leash setsqty 15
Match shirtsqty 60
Competition buoysqty 8
Start flagsqty 4
Finish flagsqty 2
Whistlesqty 6
Life ringsqty 3
Water shoesqty 6
Life jacketsqty 6
First aid kitsqty 2
Emergency blanketsqty 10
Waterproof flashlightsqty 6

Equipment

Laptopsqty 3
Tabletsqty 4
Mobile chargersqty 8
Portable sound system
Wireless microphonesqty 2
Megaphonesqty 2
Waterproof walkie-talkiesqty 6
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Game clocksqty 4

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Pitchersqty 6

Kitchen

Coolersqty 6
Hot drink urnsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Thermos bottlesqty 4

Decorations

Sponsor bannersqty 12
Beach flagsqty 8
Stage backdrop
Route arrowsqty 12

Lighting

LED light stringsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 10
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Reusable cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries

Tips

Start with the venue, permit and rescue service. Apply for the competition permit as soon as the location is reserved, and confirm rescue cover before opening participant registration.
Set the competition format before creating categories or the registration form. Publish the terms and conditions with the form so participants know the rules, entry fee and required information from the start.
Close registrations early enough to build the heat schedule. Allow at least 48 hours between closing the participant list and publishing matches, so you can check entries, categories and dietary requirements.
Prepare the judging and communication equipment together. Print jury forms, test the laptops or tablets, charge the walkie-talkies and megaphones, and keep power banks and waterproof communication equipment ready for the beach.
Do the final weather and golf-condition check no later than the day before, then inform participants again. Fill coolers, assemble participant packs, sort match shirts and place flags, buoys and safety equipment where the crew can reach them quickly.

Frequently asked questions

How far in advance should I organize a surf championship?: Reserve the competition venue and start the permit process at least 8 to 12 weeks before the event. Use that lead time to arrange rescue cover, judges, categories, rules and the registration form before inviting participants.
When should surf championship registrations close?: Close registrations at least 48 hours before publishing the final heat schedule. This gives you time to verify entry fees, categories, participant details and dietary requirements without rebuilding the schedule at the last minute.
When should I check the weather and surf conditions?: Check the forecast and golf conditions during the final week, then make a final check the day before and again on the morning of the championship. Inform participants immediately if the schedule, meeting point or format changes.
What safety equipment is needed for a surf championship?: Prepare rescue cover together with life rings, life jackets, water shoes and clearly visible start and finish flags. Check all safety equipment before the first heat and keep communication devices charged, including waterproof walkie-talkies and megaphones.

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.