Water Sports Club Open Day Checklist

A water sports club open day combines public registration, on-water demonstrations, trial lessons, and short cruises. This checklist helps you work through the planning in the right order, from confirming the date with port management to preparing boats, safety equipment, volunteers, food, and visitor information. The details people often leave too late are skipper and instructor assignments, insurance checks, dietary requirements, parking directions, and enough life jackets for every activity.

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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

Record the program and activities
3 people
Confirm the date with port management
2 people
Reserve berths for demonstrations
2 people
Submit the event notification
2 people
Check insurance coverage
Send invitations
3 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers to activities
2 people
Assign skippers for cruises
2 people
Book instructors for trial lessons
2 people
Calculate catering quantities
2 people
Inspect boats and trailers
3 people
Inspect life-saving equipment
2 people
Prepare safety instructions
2 people
Print activity schedule
Publish route and parking information
Check visitor list
2 people
Prepare name badges
2 people
Check the shopping list
2 people
Check pantry
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Store catering chilled
2 people
Bring boats to the dock
4 people
Check docks and walkways
3 people
Build party tents
6 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the catering buffet
4 people
Fill coolers
2 people
Test audio and microphone
2 people
Hang lighting
3 people
Lay out life jackets
3 people
Set out water sports equipment
4 people
Set up signage
3 people
Give the safety briefing
8 people
Conduct final safety check
3 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Give the opening speech
Guide the boat tours
4 people
Assist trial lessons
4 people
Issue life jackets
2 people
Issue water sports equipment
2 people
Monitor safety on the dock
2 people
Provide membership information
2 people
Announce Demonstrations
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Turn on evening lighting
2 people
Wrap up the final cruise
4 people
Deliver closing remarks
Guide visitors to the exit
3 people

Aftercare

Catering breakdown
4 people
Secure boats safely
4 people
Collect water sports equipment
4 people
Clear tables and chairs
4 people
Remove decorations and signage
3 people
Collect and remove waste
3 people
Clean the venue
4 people
Wash the dishes and kitchenware
3 people
Clean Boats and Equipment
4 people
Store materials in a dry place
3 people
Return borrowed items
2 people
Store leftover food safely
2 people
Call visitors about membership
2 people
Publish photos and a thank-you message
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
High tablesqty 4
Waste binsqty 6

Tableware

Reusable cupsqty 150
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving plattersqty 12

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Sound speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 6

Sports equipment

Life jacketsqty 40
Kayaksqty 6
Paddlesqty 8
Stand-up paddleboardsqty 4
SUP paddlesqty 5
Sailboatsqty 3
Motorboatsqty 2
Mooring linesqty 12
Fendersqty 12
Paddle blocksqty 6
Waterproof barrelsqty 6

Safety

First aid kitsqty 2
Life ringsqty 4
Flashlightsqty 6
Crowd control barriersqty 8

Decorations

Buntingqty 8
Association flagsqty 6
Information boardsqty 10
Name card holdersqty 4

Lighting

LED string lightsqty 6
LED construction lightsqty 4
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Thermos flasksqty 6
Cooling matsqty 8
Tongs and serving spoonsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand sanitizer dispensersqty 6

Catering

Groceries

Tips

Start with the program and confirm the date with port management before inviting anyone. Reserve demonstration berths early, then submit the event notification and check that your insurance covers public activities and trial sessions.
Set registration deadlines for at least 7 days before the open day. Use the final list to collect dietary requirements, prepare name badges, check visitors in, and assign volunteers, skippers, and instructors to specific activities.
Inspect boats, trailers, life jackets, mooring lines, fenders, paddles, and other activity equipment at least 3 days beforehand. Count safety equipment by activity and participant, not just by boat or storage box.
Print the activity schedule and publish route and parking information before the final week. Keep a few printed copies on site because visitors may arrive without mobile data or may need clear directions from the car park to the pontoons.
Calculate catering quantities from the confirmed registrations, then check the pantry before shopping. Chill drinks on the day before, and allow enough time on the morning to prepare snacks, coffee, serving areas, waste bins, and reusable tableware.

Frequently asked questions

How far in advance should we plan a water sports club open day?: Start at least 6 weeks before the event. Confirm the date, berths, notification, insurance, instructors, and skippers first; open registration once those basics are secure.
When should registration close for a water sports club open day?: Close registration about 7 days before the event. That gives you time to process the visitor list, collect dietary requirements, assign activities, and calculate catering quantities.
How many life jackets do we need for an open day?: Provide one suitable life jacket for every person taking part in an on-water activity, with additional sizes available for children and changing groups. Check and sort them at least 3 days before the event.
When should boats and safety equipment be inspected?: Complete the main inspection at least 3 days before the open day, then do a short final check on the morning itself. Include boats, trailers, life-saving equipment, mooring lines, fenders, paddles, and first aid kits.

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.