Surf Festival Checklist: What to Arrange and When

A surf festival combines competition planning, beach logistics and water safety, so late decisions can cause real problems. Set the date and programme first, then secure the beach area, check permits and build the safety plan before opening registration. In the final weeks, confirm judges, coaches, volunteers and reservations, inspect every board and organise competition materials. Use this checklist to keep the work in the right order and avoid missing small items such as leash checks, dietary requirements or backup power.

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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 date and program
2 people
Determine surf activities
2 people
Draw up the competition rules
2 people
Create the match schedule
2 people
Reserve the venue and beach area
Check permits
Prepare safety plan
2 people
Monitor the weather forecast
Approach sponsors and exhibitors
2 people
Open registration form
Send invitations
2 people
Publish on social media
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm judges
Confirm surf coaches
Confirm reservations
Inventory supplies
2 people
Inspect surfboards
2 people
Check leash and fins
2 people
Check the first aid kit
Make route and safety signs
2 people
Prepare race numbers
2 people
Prepare jury forms
2 people
Compile the music playlist
Test the equipment
2 people
Do the shopping
3 people
Buy fresh products
2 people
Chill drinks
2 people
Prepare catering
4 people
Transport surfboards to the venue
3 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out the surfboards
3 people
Prepare safety equipment
2 people
Mark the competition area
3 people
Test music and microphone
2 people
Build the catering buffet
4 people
Set up drink points
2 people
Hang up decorations
2 people
Set up the jury table
2 people
Carry out the final safety check
3 people
Brief volunteers
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give the opening speech
Give the safety briefing
3 people
Support the surf clinic
4 people
Hand out surfboards
3 people
Assist at the surf competition
5 people
Process jury forms
2 people
Monitor safety on the water
3 people
Take photos and videos
2 people
Serve snacks
3 people
Prepare the barbecue
3 people
Refill drinks
2 people
Empty trash bins
2 people
Provide music
Answer audience questions
2 people
Handle prize ceremony
2 people
Announce the closing
Collect surfboards
3 people
Check out participants
2 people

Aftercare

Catering breakdown
4 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Remove decorations
2 people
Clean the grounds
5 people
Dispose of waste
3 people
Clean surfboards
3 people
Check surf equipment
2 people
Wash dishes
3 people
Empty and clean coolers
2 people
Store materials
3 people
Return borrowed materials
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Jury tablesqty 2
Lounge cushionsqty 30
Clothes racksqty 4
Storage boxesqty 12

Sports equipment

Surfboardsqty 20
Bodyboardsqty 8
Surfboard leashesqty 24
Surf finsqty 30
Wetsuitsqty 24
Swim trunksqty 12
Life jacketsqty 12
Life ringsqty 4
Lifeguard whistlesqty 6
Competition flagsqty 6
Marker buoysqty 12
Bib numbersqty 40
Medal ribbonsqty 30

Equipment

Portable speakersqty 2
Microphone
Music player
Extension cordsqty 6
Power stripsqty 4
Power banksqty 6
Megaphonesqty 2
Coolersqty 6
Thermos flasksqty 4
Light Stripsqty 6
LED lampsqty 10

Tableware

Reusable cupsqty 150
Water glassesqty 100
Platesqty 120
Dessert platesqty 100
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Barbecueqty 2
BBQ toolsqty 4
Cutting boardsqty 4
Chef hatsqty 4
Bread knivesqty 3
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Food warmersqty 4
Aluminum baking traysqty 4
Serving trays with lidsqty 8

Decorations

Festival Flagsqty 12
Wind-resistant bannersqty 6
Tableclothsqty 12
Chalkboardsqty 6
Conesqty 20
Barrier tapeqty 6
Cocktail table coversqty 4

Lighting

Battery lanternsqty 12
Spare batteriesqty 24

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 4
Waste binsqty 12
First aid kitqty 2
Handwashing stationsqty 3
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Start with the date, surf activities and competition rules before creating the match schedule. You need the format and expected number of heats before you can give participants reliable timings.
Check permits and the beach layout early, especially if you need party tents, jury tables, signs, marker buoys or a dedicated competition area. Leave several weeks for changes or extra documents if local approval raises questions.
Open registration only after the programme and safety information are clear. Set a closing date at least 7 days before the festival so you can process entries, collect dietary requirements and prepare bib numbers.
Inspect surfboards, bodyboards, leashes, fins, wetsuits and life jackets before event week. Keep a written inventory and test the first aid kit, life rings, whistles, megaphones and communication equipment before participants arrive.
Make a weather decision process rather than relying on a last-minute forecast. Monitor conditions daily during the final week, confirm the go/no-go decision time with coaches and lifeguards, and prepare clear route and safety signs.

Frequently asked questions

How far in advance should I organise a surf festival?: Start planning at least 8 to 12 weeks ahead. Set the date, reserve the beach area and check permits first; allow the final 7 days for registrations, equipment inspections and weather monitoring.
When should surf festival registration close?: Close registration about 7 days before the event. That gives you time to process entries, collect dietary requirements, create the match schedule and prepare bib numbers and jury forms.
What safety equipment does a surf festival need?: Plan dedicated water-safety equipment such as life jackets, life rings and lifeguard whistles, plus a checked first aid kit and clear safety signage. Inspect all items no later than the day before the festival and assign named people to monitor the water.
When should I confirm judges, coaches and volunteers?: Confirm judges and surf coaches at least 2 weeks before the festival, then assign volunteers no later than 7 days beforehand. Send the final schedule, arrival time and responsibilities to everyone in one message.

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.