Surfski race checklist: what to arrange and when

A surfski race needs more than a course and a group of paddlers. You need permission to use the water, a safety plan, rescue cover, accurate timing and a clear process for registration and starts. Work through the arrangements in sequence: confirm the venue and permits first, then secure safety resources, volunteers and suppliers. In the final week, focus on participant details, weather decisions, course equipment and printed start 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

Confirm the competition venue
2 people
Apply for competition permit
Inform the water manager
Prepare safety plan
2 people
Set out the course
3 people
Determine the start and finish area
2 people
Reserve lifeboats
Reserve walkie-talkies
Reserve timing
Order catering
Book photographer
Recruit volunteers
2 people
Send invitations
2 people
Open registration form
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Assign starter groups
2 people
Assign start numbers
2 people
Publish competition rules
Check the weather forecast
Prepare the backup weather plan
2 people
Print the starting lists
Send participant letter
Collect prizes and medals
2 people
Do the shopping
2 people
Check equipment
3 people
Charge walkie-talkies
Fill coolers
2 people
Set up the competition office
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the start and finish arch
3 people
Place course buoys
4 people
Lay out rescue equipment
2 people
Test sound and announcements
2 people
Set up the catering buffet
3 people

Event

Staff the registration desk
2 people
Hand out participant materials
2 people
Check boats and equipment
3 people
Give the safety briefing
3 people
Guide start groups to the water
4 people
Carry out the race start
4 people
Monitor the course and safety
6 people
Record split times
3 people
Register finishers
3 people
Distribute water and fruit
3 people
Refill drinks
2 people
Serve snacks
2 people
Check results
2 people
Prepare awards ceremony
2 people
Present the awards ceremony
3 people
Let participants chat after the activity
2 people
Check out the last participants
2 people

Aftercare

Remove course buoys
4 people
Return lifeboats
2 people
Collect waste
4 people
Wash dishes
3 people
Clean up catering
3 people
Take down tents and furniture
5 people
Clean the venue
4 people
Publish results online
Send thank-you message
Return rental items
2 people
Store leftover groceries
2 people
Clean competition equipment
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 8
Waste binsqty 8
Tableclothsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 10
Thermos flasksqty 8

Equipment

Coolersqty 8
Portable refrigeratorqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Stopwatchesqty 6
Laptopqty 2
Printer
Label printer

Sports equipment

Course buoysqty 12
Anchor linesqty 12
Start Line
Finish line
Bib numbersqty 120
Bib holdersqty 120
Spare paddlesqty 6
Life ringsqty 6
Throw linesqty 6
Life jacketsqty 12
Whistlesqty 12
Waterproof phone casesqty 8
Waterproof scorecardsqty 20
Competition paddlesqty 4
Marking tapeqty 10
Conesqty 20
Flagsqty 12
Flagpolesqty 12

Registration

Clipboard foldersqty 12
Ballpoint pensqty 40
Permanent markersqty 12
Wristbandsqty 150
Name stickersqty 150
Envelopesqty 150
Printer paperqty 2
Start number board
Competition rules signsqty 4

Decorations

Start arch
Finish arch
Bannersqty 8
Sponsor bannersqty 12
Stage blocksqty 3
Medalsqty 12
Cupsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Flashlightsqty 8
Safety vestsqty 20
Crowd control barriersqty 12
Barrier tapeqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Serving traysqty 8
Ice packsqty 30

Cleaning

Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Spongesqty 12

Catering

Groceries

Tips

Start with the venue, permit and water manager: allow at least 6–8 weeks for approvals, especially if the race affects other water users or needs lifeboats. Do not publish the final course until the water manager has confirmed it.
Build the safety plan around the actual course and conditions. Confirm lifeboats, walkie-talkies, emergency contacts and volunteer positions at least 7 days before race day, then brief every safety volunteer before the first start.
Close registration early enough to process dietary requirements, confirm participants and create start groups. A practical deadline is 5–7 days before the race; print starting lists, bib numbers and the participant letter only after the final changes are checked.
Prepare timing as a separate operation, not as an afterthought. Test the laptop, printer, stopwatches, power banks and any timing equipment the day before, and assign one person to record finishes while another manages the start.
Make the weather decision specific and time-bound. Check the forecast 72 and 24 hours before the race, define who can activate the backup plan, and tell participants exactly when they will receive a cancellation or course-change message.

Frequently asked questions

How far in advance should I organize a surfski race?: Start planning at least 6–8 weeks ahead. That gives you time to confirm the venue, obtain the competition permit, inform the water manager, reserve lifeboats and recruit enough volunteers.
What safety equipment and support does a surfski race need?: Plan for lifeboats, walkie-talkies, a written safety plan, course buoys with anchor lines and clearly marked start and finish areas. Confirm the rescue crew and communication check at least 7 days before the race.
When should surfski race registration close?: Close registration around 5–7 days before race day. You still need time to process entries, collect dietary requirements, confirm participants, assign start groups and numbers, and print the starting lists.
When should I check the weather for a surfski race?: Check it 72 hours and again 24 hours before the start. Set a firm decision deadline for the backup weather plan and send the final message to participants as soon as the course or schedule changes.

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.