Surf competition checklist: what to arrange and when

A surf competition depends on more than a good swell. You need a permitted venue, a clear format, trained judges, a water safety team and a registration process that closes on time. This checklist takes you from the first venue and permit arrangements to heat schedules, equipment checks and competition-day safety. Use it to keep responsibilities clear and prevent late problems with weather, race-course setup, bibs, jury forms or first-aid supplies.

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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
Prepare safety plan
2 people
Define the competition format
2 people
Assign judges
Finalize the water safety team
Define participant categories
2 people
Create registration form
Publish competition rules
Send invitations
2 people
Post promotion online
Process registrations
2 people
Collect dietary requirements
Check the entry fees
Close the participant list
Create the heat schedule
2 people
Communicate start times
Check the weather forecast
Check golf conditions
2 people
Confirm race course
2 people
Do the shopping
2 people
Check competition equipment
2 people
Sort bib numbers
2 people
Print Jury Forms
Check first aid supplies
2 people
Mark off the venue
3 people
Build party tents
4 people
Set up registration desk
2 people
Set up jury table
2 people
Set up chairs
3 people
Set out the race buoys
3 people
Mark the start and finish areas
3 people
Install jury equipment
2 people
Connect the sound system
2 people
Secure power supply
2 people
Fill coolers
2 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Set up registration desk
2 people
Prepare starter packs
2 people
Hold the jury briefing
4 people
Hold a safety briefing
5 people

Event

Register participants
3 people
Hand out race numbers
2 people
Explain the competition rules
2 people
Give opening briefing
2 people
Guide the first heats
6 people
Collect judging forms
2 people
Process the competition standings
2 people
Call participants
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Keep the public area clean
2 people
Guide the middle heats
6 people
Carry out a safety check
3 people
Announce finalists
2 people
Assist with the finals
6 people
Check final scores
3 people
Set out prizes
2 people
Handle prize ceremony
3 people
Give a thank-you speech
Collect participant materials
2 people

Aftercare

Bring in the race buoys
3 people
Turn off the sound system
2 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Store materials dry
2 people
Return rental items
2 people
Publish match results
Thank participants
Finalize permit arrangements

What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 2
Jury tablesqty 2
Foldable tablesqty 4
Chairsqty 30
Bar stoolsqty 4

Sports equipment

Surfboardsqty 20
Competition buoysqty 12
Anchor linesqty 12
Start flagsqty 3
Finish flagsqty 2
Whistlesqty 6
Life ringsqty 4
Rescue linesqty 4
Wetsuitsqty 10
Leashesqty 20
Competition bibsqty 30
Bib numbersqty 30
Hand paddlesqty 4
Waterproof walkie-talkiesqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Thermal labelsqty 10
Safety helmetsqty 6
Safety vestsqty 8
Sunshade clothsqty 4

Equipment

Laptopqty 2
Tabletsqty 4
Mobile chargersqty 6
Power banksqty 6
Sound system
Wireless microphonesqty 2
Megaphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Waterproof storage boxesqty 8
Notice boardsqty 3
Stopwatchesqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 8
Serving spoonsqty 8
Pliersqty 6
Water jugsqty 6

Decorations

Competition postersqty 10
Directional signsqty 8
Stage ribbonqty 2
Trophiesqty 3
Medal ribbonsqty 30

Cleaning

Waste binsqty 8
Hand broomsqty 4
Eye-catchersqty 4
Bucketsqty 6
Mopsqty 4
Spongesqty 8

Catering

Groceries

Tips

Secure the venue and competition permit before promoting the event. Allow at least 6–8 weeks for approvals, then publish the competition rules and registration form once the format and participant categories are fixed.
Close registrations before creating the heat schedule. A cutoff 5–7 days before the competition gives you time to check entry fees, dietary requirements, participant numbers and start times.
Build the safety plan around the actual course. Confirm the water safety team, rescue lines, life rings, whistles, safety vests and waterproof walkie-talkies before the final course and start area are announced.
Check conditions twice: once the day before and again on the morning of the competition. Compare the forecast and swell with the confirmed race course, then communicate any start-time or course changes immediately.
Pack the judging and registration equipment separately from the surf gear. Keep bibs, bib numbers, printed jury forms, tablets, chargers and power banks together so registration and scoring can start even if power or connectivity is limited.

Frequently asked questions

How far in advance should I organise a surf competition?: Start venue and permit arrangements at least 6–8 weeks before the event. Set the format, safety plan and participant categories early enough to open registration around 4 weeks before competition day.
When should surf competition registration close?: Close the participant list 5–7 days before the event. That leaves enough time to verify entry fees, sort categories and create the heat schedule without changing it at the last minute.
How many judges and safety crew do I need for a surf competition?: The number depends on the number of heats, the course and local safety requirements. Assign judges before publishing the rules and confirm the full water safety team no later than 7 days before the competition.
When should I check the surf forecast and race course?: Check the forecast and swell the day before, then check them again on the morning of the event. Confirm the race course after the final morning check and communicate any change before competitors enter the water.

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.