Surf Competition Checklist

A surf competition needs more than a heat schedule and a good forecast. You must secure the location, permits, safety cover and officials before opening registration, then coordinate tides, equipment, competitors and event-day communication. This checklist puts the work in a practical order, from choosing the format to checking surfboards and assigning start numbers. It also helps you catch details that are often left until the last week, such as rescue coverage, power, judging equipment and final participant information.

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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

Define the competition format
2 people
Reserve competition venue
Apply for permits
Prepare safety plan
2 people
Write competition rules
2 people
Assign judges
Arrange Rescue Surfers
Arrange first aid staffing
Assign the master of ceremonies
Create registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Register entry fee
2 people
Check the weather forecast
Check the tides
Close the participant list
Create the match schedule
2 people
Fill in heat boards
2 people
Assign start numbers
Inform participants
Collect prizes
Do the shopping
3 people
Check surfboards
2 people
Check the rescue equipment
2 people
Charge walkie-talkies
Assemble Race Packets
2 people
Chill food
2 people
Check the weather and sea again
Cordon off the area
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up jury table
2 people
Connect the sound system
2 people
Test power supply
2 people
Mark the competition area
3 people
Set up the first aid station
2 people
Set up the first aid post
2 people

Event

Hand out race numbers
3 people
Register participants
3 people
Give the safety briefing
3 people
Give the jury briefing
2 people
Handle the opening ceremony
3 people
Guide the first heats
6 people
Process scores
3 people
Announce heat changes
2 people
Conduct lifeguard surveillance
3 people
Provide first aid supervision
2 people
Keep drinks cold
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Lead the final
6 people
Announce the winners
2 people
Present prizes
3 people
Guide the audience to the exit
3 people

Aftercare

Dismantle competition equipment
4 people
Take down tents and tables
4 people
Pack audio equipment
2 people
Wash dishes
3 people
Clean the grounds
5 people
Dispose of waste
2 people
Return rented items
2 people
Publish results
Send photos to participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 20
Judges' table
Registration desk
Coolersqty 6

Sports equipment

Surfboardsqty 8
Leashesqty 12
Competition bibsqty 24
Bib numbersqty 24
Buoysqty 12
Mooring linesqty 4
Rescue boardsqty 2
Life ringsqty 2
Whistlesqty 6
Scoreboardsqty 2
Stopwatchesqty 6
Measuring tape

Equipment

Sound system
Microphoneqty 2
Walkie-talkiesqty 8
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Laptopsqty 3
Tabletsqty 4
Printer storage

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Life jacketsqty 6
Emergency blanketsqty 12
Flashlightsqty 6
Non-slip matsqty 6

Decorations

Bannersqty 8
Beach flagsqty 6
Competition flagsqty 12
Stage ribbonqty 2

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50

Kitchen

Thermos flasksqty 4
Serving jugsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Measuring cupsqty 2
Ice packsqty 30

Cleaning

Handwash sinksqty 3
Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 4

Catering

Groceries

Tips

Set the competition format and rules before sending invitations. Decide the divisions, heat length, number of surfers per heat and judging criteria early enough to build a workable schedule.
Book safety cover before confirming the event date. Arrange rescue surfers, first-aid staffing and a written safety plan, then check that rescue boards, life rings, whistles and first aid kits are available.
Check tides and the weather forecast together rather than relying on either one alone. Review the forecast several days before the event and make a final go or no-go decision according to your safety plan.
Close registration before creating the heat board. Give yourself time to verify payments, collect dietary requirements, assign start numbers and send each competitor the schedule and arrival instructions.
Test the event setup before the first heat. Check the microphone, radios, scoreboards, stopwatches, laptops, tablets, powerbanks and extension leads, and keep backup power available for a full day on the beach.

Frequently asked questions

How far in advance should I organize a surf competition?: Start at least 8 to 12 weeks ahead. Permits, location bookings, safety staff, judges, sponsors and equipment can take longer to confirm than expected, so leave the final 2 weeks for registrations and schedule building.
When should surf competition registration close?: Close registration 5 to 7 days before the competition. That gives you enough time to check the participant list, record entry fees, assign start numbers and complete the heat board without rushing.
How many safety staff do I need for a surf competition?: The required number depends on the venue, conditions, competitor count and local rules. Confirm the staffing level with the relevant authority and your safety plan at least 2 weeks before the event, including rescue surfers and first-aid cover.
What equipment is easy to forget at a surf competition?: Small operational items are often missed: whistles, stopwatches, spare powerbanks, extension cables, power strips and printer supplies. Pack and test these at least 1 day before setup, alongside the boards, leashes, buoys and scoring equipment.

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.