Team Sailing Race Checklist

A team sailing race needs more than boats and a start line. You need a clear competition format, participant rules, crew groups, safety procedures, and a reliable way to communicate on the water. Book the sailboats and check permit requirements early, then handle registrations, dietary details, and the starting order before race day. The final checks cover weather, safety equipment, buoys, flags, route maps, registration, and the finish area.

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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 competition format
2 people
Draw up participant rules
2 people
Reserve sailboats
Set start and finish area
3 people
Develop safety plan
2 people
Check permits
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create participant groups
2 people
Publish the starting order
Check the weather forecast
Print competition instructions
Print route maps
Do the shopping
2 people
Inspect sailboats
3 people
Check safety equipment
2 people
Set up start and finish materials
2 people
Prepare participant list
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Lay out the race buoys
3 people
Mark out the start line
3 people
Mark out the finish line
3 people
Distribute boat keys and documents
2 people
Set out coffee and tea
2 people
Prepare the lunch buffet
3 people
Chill drinks
2 people
Check the harbor and docks
2 people

Event

Register participants
3 people
Hand out team vests
2 people
Conduct a safety check
3 people
Give the competition briefing
3 people
Serve lunch
3 people
Guide teams to the boats
4 people
Guide boats to the start area
3 people
Start the First Race
3 people
Guide Race 1
5 people
Record Race 1 results
2 people
Refill drinks
2 people
Serve a short break
2 people
Start Race Two
3 people
Facilitate Race 2
5 people
Record Race 2 results
2 people
Guide Boats Back to the Harbor
3 people
Check boats and sails
3 people
Serve snacks
3 people
Calculate final score
2 people
Prepare awards ceremony
2 people
Hold the awards ceremony
3 people
Serve dinner buffet
4 people
Refill drinks
2 people
Collect tableware
2 people
Check out participants
2 people

Aftercare

Collect buoys and lines
3 people
Clean the boats
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the harbor
3 people
Publish results online
Return borrowed materials
2 people
Clear away leftover groceries
2 people
Store competition gear dry
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Tableclothsqty 8
Waste binsqty 6

Sports equipment

Sailboatsqty 8
Life jacketsqty 50
Competition buoysqty 8
Anchor linesqty 8
Start flagsqty 3
Finish flagsqty 3
Team bibsqty 50
Whistlesqty 6
Waterproof scoreboardsqty 2
Waterproof scorecardsqty 30
Waterproof route mapsqty 12
Spare paddlesqty 8
Tow linesqty 4
Emergency blanketsqty 20
Waterproof clipboardsqty 6
Spare sailsqty 2
Tarpsqty 8
Life ringsqty 4
Throw linesqty 4
Race numbersqty 8
Prizesqty 3
Medal ribbonsqty 50

Equipment

Walkie-Talkiesqty 4
Megaphone
Laptopsqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Waterproof walkie-talkiesqty 6
Waterproof phone casesqty 10
Stopwatchesqty 4
Calculatorsqty 2
Printer
Binocularsqty 3

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving spoonsqty 8
Thermos flasksqty 4
Water jugsqty 6
Gas burnersqty 2
Gas cylindersqty 2
Cooking potsqty 4
Cooling matsqty 8
Towelsqty 12

Catering

Groceries

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 4
Rubber glovesqty 8
Microfiber clothsqty 12
Foldable waste containersqty 6
Litter pickersqty 3

Decorations

Event bannersqty 4
Team table labelsqty 8
Directional signsqty 10
Bib numbersqty 8

Tips

Set the competition format and participant rules before sending invitations. State team sizes, race length, scoring, start procedure, and what happens if weather or equipment causes a delay.
Reserve the sailboats and confirm the safety plan several weeks ahead. Match the number of boats to your expected teams, and arrange spare paddles, tow lines, life jackets, and emergency blankets before participants arrive.
Close registrations early enough to create balanced groups and publish the starting order. A practical deadline is 7 days before the race, leaving time to chase missing names and dietary requirements.
Check the weather forecast twice: once the day before and again on race morning. Use the second check to confirm whether the route, start time, safety cover, or race format needs changing.
Allow at least 90 minutes before the first start for boat inspections, safety-equipment checks, registration, buoy placement, and marking the start and finish lines. Keep waterproof scorecards, route maps, radios, flags, and a megaphone at the control point.

Frequently asked questions

How far in advance should I book sailboats for a team sailing race?: Book the sailboats at least 6 to 8 weeks before the race, especially if several teams start at the same time. Confirm the boat count, launch arrangements, safety equipment, and cancellation terms in writing.
When should team registrations close for a sailing race?: Close registrations about 7 days before race day. This gives you enough time to create participant groups, collect dietary requirements, publish the starting order, and print the participant list and instructions.
How early should we arrive on team sailing race day?: Ask participants to arrive 60 minutes before the first start, and give the organizing crew at least 90 minutes. The extra time is needed for boat inspections, registration, safety checks, buoys, flags, and route markings.
When should I check the weather for a team sailing race?: Check the forecast the day before and again 2 to 3 hours before the first start. Use the race-morning forecast to confirm the route, start area, safety plan, and any changes you need to communicate.

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.