Water ski show checklist: what to arrange and when

A water ski show combines a live performance, moving boats and an audience beside the water, so the planning order matters. Start with the date, venue and waterway, then arrange permits, safety roles, participants and boat drivers before sending invitations. In the final week, check the route, water depth, obstacles and forecast. On the day, protect the public area, brief every participant and keep the run sheet, rescue equipment and communication gear close at hand.

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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
Reserve the venue and waterway
Apply for permits and notifications
Prepare safety plan
2 people
Coordinate the rescue plan
2 people
Confirm show participants
Confirm boat drivers
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send parking instructions
Order food and drinks
2 people
Check the botanical boat route
2 people
Check water depth
2 people
Remove obstacles from the water
3 people
Check the weather forecast
Print the run sheet
Prepare participant briefing
2 people
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Bring materials to the venue
4 people
Barrier off the public area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the stage floor for announcements
3 people
Set up the sound system
3 people
Connect power supply
2 people
Place lighting along the grounds
3 people
Set up banners and signage
3 people
Set out water buoys
3 people
Mark the start and landing area
3 people
Launch the lifeboat
3 people
Check the rescue equipment
2 people
Check the show boats
3 people
Check skis and harnesses
3 people
Check in participants
3 people
Brief participants on safety
3 people
Set up the changing area
2 people
Set up the catering buffet
4 people
Make coffee and tea
2 people

Event

Open reception for attendees
4 people
Welcome visitors
3 people
Guide parking spaces
3 people
Announce the program
Play music during the show
Keep the show boat ready to go
2 people
Patrol the lifeboat
2 people
Perform water ski show
12 people
Supervise the break program
3 people
Serve snacks
4 people
Hand out drinks
4 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Monitor crowd safety
2 people
Run the evening show
12 people
Announce the farewell speech
Guide visitors to the exit
4 people

Aftercare

Take the show boats out of the water
4 people
Take the lifeboat out of the water
3 people
Clean up catering
4 people
Wash dishes
3 people
Take down the sound system
3 people
Turn off lights
2 people
Take down tents and furniture
5 people
Remove moorings and barriers
4 people
Collect and sort waste
4 people
Clean the grounds
4 people
Clean the restrooms
2 people
Return materials
4 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Buffet tablesqty 8
Folding chairsqty 180
Benchesqty 12
Dressing room tablesqty 4
Clothes racksqty 6
Clothes hangersqty 80

Equipment

Show boatsqty 2
Lifeboat
Outdoor speakersqty 4
Mixer
Wireless microphonesqty 3
Music player
Extension cordsqty 8
Power stripsqty 6
Waterproof storage boxesqty 8

Sports equipment

Water skisqty 14
Wakeboardsqty 4
Kneeboardsqty 2
Ski polesqty 12
Drawstringsqty 12
Pull handlesqty 12
Adult life jacketsqty 20
Children's life jacketsqty 10
Wetsuitsqty 16
Water shoesqty 16
Helmetsqty 16
Water buoysqty 12
Life ringsqty 4
Throw linesqty 4
Paddlesqty 4
Waterproof walkie-talkiesqty 8
Signal whistlesqty 8
Waterproof flashlightsqty 6
Water depth meter
Gas cansqty 4
Fendersqty 8
Anchorsqty 4
Anchor linesqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Safety helmetsqty 8
Crowd control barriersqty 40
Rolls of barrier tapeqty 8
Traffic conesqty 24
Warning signsqty 12
Non-slip matsqty 12

Lighting

LED work lightsqty 10
String lightsqty 8
Battery lanternsqty 8

Decorations

Event bannersqty 6
Buntingqty 10
Route arrowsqty 16
Program postersqty 20

Tableware

Reusable drinking glassesqty 250
Reusable wine glassesqty 80
Reusable platesqty 250
Reusable cutleryqty 250
Coffee cupsqty 120
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Storage binsqty 12

Cleaning

Waste binsqty 14
Trash bag holdersqty 8
Broom setsqty 4
Floor squeegeesqty 4
Bucketsqty 6
Microfiber clothsqty 30
Hand soap dispensersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Reserve the venue and waterway before announcing the show, then allow several weeks for permits, notifications and a written safety plan. Include the rescue boat, life rings, life jackets and the people responsible for each response.
Check the full boat route at least 7 days before the event. Confirm water depth, mark buoys and remove obstacles; repeat the inspection after heavy rain, strong wind or any change in water conditions.
Confirm show participants and boat drivers 2 weeks ahead, then send a participant briefing with arrival time, changing-room arrangements, equipment allocation and the order of the acts. Keep spare helmets, life jackets and tow handles available.
Do not leave audience logistics until show day. Send parking instructions with the invitations, process registrations and dietary requirements, and plan seating, buffet tables, tents and a clearly barriered public viewing area.
Print the run sheet and check the forecast the day before. Charge the mixer, microphones and music player, protect extension cords and power strips from water, chill drinks and place all water equipment in waterproof storage boxes.

Frequently asked questions

How far in advance should I plan a water ski show?: Set the date and reserve the venue and waterway at least 8 to 12 weeks ahead. Use that lead time for permits, the safety and rescue plans, participant confirmations and invitations.
What safety equipment is needed for a water ski show?: Plan adult and children’s life jackets, helmets, life rings, a lifeboat and clearly assigned rescue staff. Check the route and equipment 7 days before the show, then repeat the check on the event day.
When should water ski show participants be confirmed?: Confirm skiers, riders and boat drivers about 2 weeks before the event. Send the briefing at least 3 days before arrival so everyone knows the schedule, equipment and meeting point.
How early should I check the weather and water conditions?: Check the forecast 48 hours before the show and again on the morning itself. Inspect water depth, obstacles and the marked route 7 days in advance, with a final check before boats launch.

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