Surf competition checklist and planning guide

A surf competition needs more than heats and competitors. You have to secure the venue, confirm permissions, set clear rules, prepare water safety and coordinate judges, volunteers and registration. Start with the competition format and date, then work toward a detailed event-day schedule. This checklist also covers the easy-to-miss details, such as spare boards, bib numbers, weather checks, parking information and reliable communication between shore and water.

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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 the competition format
2 people
Reserve competition venue
Apply for permits
Prepare safety plan
3 people
Develop competition rules
2 people
Publish the program
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Confirm participants
Schedule volunteers
2 people
Assign judges
Record water safety
2 people
Check the weather forecast
Check material needs
2 people
Check surfboards
2 people
Check leashes
2 people
Prepare jury forms
2 people
Make bib numbers
2 people
Sort wristbands
Share the route to the venue
Send parking information
Order catering
Do the shopping
2 people
Collect prizes and medals
Double-check the weather forecast
Send participants the final briefing
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up judges' table
2 people
Prepare safety equipment
3 people
Lay out the surfboards
3 people
Place competition flags
2 people
Test Sound System
2 people
Chill catering and drinks
2 people
Check first aid supplies
2 people
Hold the jury briefing
4 people
Brief volunteers
3 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give participant briefing
3 people
Supervise competition events
6 people
Collect jury scores
3 people
Carry out a safety check
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Publish interim results
2 people
Lead the final
6 people
Check the final results
3 people
Handle prize ceremony
4 people
Guide the audience to the exit
3 people

Aftercare

Gather surfboards and flags
4 people
Turn off the sound equipment
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Clean the grounds
3 people
Store materials dry
3 people
Return borrowed items
2 people
Publish results and photos
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Judges' table
Registration desk
Waste binsqty 6

Sports equipment

Surfboardsqty 12
Spare boardsqty 2
Leashesqty 14
Competition flagsqty 8
Bib numbersqty 40
Wristbandsqty 50
Marker buoysqty 12
Anchor weightsqty 12
Paddlesqty 14
Rescue boardsqty 2
Life ringsqty 4
Whistlesqty 8
Surfboard racksqty 4
Waterproof storage boxesqty 6

Equipment

Portable sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Walkie-talkiesqty 8
Megaphonesqty 2
Laptopsqty 2
Tabletsqty 4
Printer
Battery lampsqty 8

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Coolersqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Thermometersqty 2
Handwash sinksqty 2

Safety

First aid kitsqty 2
Life jacketsqty 6
Disposable rain ponchosqty 20
Sunscreen dispensersqty 2
Vests for volunteersqty 20
Crowd control barriersqty 12
Warning signsqty 8

Decorations

Bannersqty 8
Directional signsqty 12
Stage ribbonqty 4

Office

Clipboardsqty 12
Markersqty 20
Pen casesqty 6
Jury formsqty 100
Notepadsqty 10
Envelopesqty 50

Cleaning

Broom setsqty 3
Litter pickersqty 3

Catering

Groceries

Tips

Set the format and rules before opening registration. Decide the divisions, heat length, scoring method, maximum entries and tie-break procedure first, then publish one version so competitors and judges work from the same information.
Build the safety plan around the actual water conditions. Record who is responsible for water safety, prepare rescue boards and life rings, and set a clear process for postponing or stopping heats when the forecast changes.
Give registration its own setup rather than treating it as a spare table. Place the registration desk near the arrival point, prepare bib numbers and wristbands in advance, and keep a laptop, tablet or printed backup available if connectivity fails.
Confirm the beach logistics at least several days before competition day. Share the route and parking information with participants, check access for equipment, and make sure tents, tables, chairs, waste bins and the judges' table can be positioned safely.
Test communication and power before the first heat. Check the portable sound system, wireless microphones, speakers, walkie-talkies, extension cords and power banks, then keep a megaphone available for announcements if the main system stops working.

Frequently asked questions

How far in advance should I organize a surf competition?: Start venue planning and permit applications at least 8 to 12 weeks before the event. Open registration only after the format, safety plan, rules and provisional program are ready.
What equipment do I need for a surf competition?: Plan for competition surfboards, spare boards, leashes, marker buoys, anchor weights, competition flags, rescue boards and life rings. You will also need registration and judging equipment, communication tools, signage and weatherproof power arrangements.
When should I confirm surf competition participants?: Close or review registration about 7 days before the competition, depending on your entry deadline. Confirm each participant after checking payment or eligibility, then send the program, arrival time, route and parking details.
How many judges and volunteers are needed for a surf competition?: Use at least 3 judges for a small heat system and add a head judge or coordinator to manage scoring and disputes. Schedule separate volunteers for registration, beach logistics, water safety support, equipment and announcements rather than assigning every task to one person.

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.