What you need for a water sports festival

A water sports festival needs more than boards, boats and paddles. Your shopping list also has to cover personal flotation equipment, course marking, timing, registration and protection from changing weather. Quantities depend on the number of participants and activities, but safety gear should match the largest group using the water at one time. Buy or collect items early enough to inspect them, chill drinks and replace anything damaged before setup day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 60
Beer table setsqty 6
Registration desk
Clothes racksqty 2

Sports equipment

SUP boardsqty 12
Paddlesqty 16
Kayaksqty 8
Kayak paddlesqty 10
Children's kayaksqty 4
Adult life jacketsqty 30
Children's life jacketsqty 15
Wetsuitsqty 20
Tarpsqty 4
Inflatable buoysqty 12
Water polo goalsqty 2
Water balloonsqty 10
Competition whistlesqty 6
Stopwatchesqty 4
Conesqty 30
Barrier tapeqty 4
Rope rollsqty 4
Life ringsqty 6
Throw linesqty 4
Waterproof storage boxesqty 6

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED string lightsqty 6
LED lanternsqty 8

Tableware

Reusable drinking glassesqty 100
Reusable platesqty 80
Reusable cutleryqty 100
Coffee cupsqty 40

Kitchen

Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef and serving knivesqty 8
Serving spoonsqty 8
Pliersqty 6
Bottle openersqty 4
Thermos flasksqty 4

Decorations

Buntingqty 8
Waterproof route signsqty 12
Tableclothsqty 8
Start and finish bannersqty 2

Cleaning

Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Waste binsqty 10

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 6
Waterproof walkie-talkiesqty 6

Administration

Clipboardsqty 8
Waterproof markersqty 12
Participant wristbandsqty 150
Prizes and medalsqty 30

Catering

Groceries
- Hamburger buns - 80 pieces
- Vegetarian burger buns - 30 pieces
- Beef burgers - 60 pieces
- Vegetarian burgers - 25 pieces
- Vegetarian sausages - 20 pieces
- Hot dog buns - 30 pieces
- Knack sausages - 30 pieces
- Hamburger sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Crispy fried onions - 2 bags
- Pickles - 3 jars
- Lettuce - 8 heads
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Onions - 3 kilograms
- Peppers - 3 kilograms
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 4 bags
- Muesli bars - 100 pieces
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Alcohol-free beer - 6 crates
- Beer - 8 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Toilet paper - 48 rolls

Tips

Provide one correctly sized life jacket for every person on the water at the same time, plus at least 10% extra for last-minute changes or replacements. Keep separate adult and child sizes rather than relying on adjustable jackets alone.
For a marked race course, prepare at least 6 to 10 inflatable buoys and enough rope or barrier tape to show the start, finish and spectator boundaries clearly. Add spare marking material because wind and water movement can shift the course.
Allow one registration table, two chairs and one waterproof storage box for each 50 participants. Keep race numbers, lists and small equipment dry and together instead of leaving them on an open table.
Plan two to three drinks per person for the first hour, then about one drink per person per additional hour. Chill them the day before and bring extra water for participants who are active in the sun.
Bring one throw line and one life ring for each main access point, with the equipment visible and reachable from land. Test portable speakers, microphones, extension cords and power strips before the event, especially if the waterfront has limited power access.

Frequently asked questions

How many life jackets do I need for a water sports festival?: Have one properly fitting life jacket for every participant and volunteer on the water at the same time. Add at least 10% extra, and stock adult and children's sizes separately.
How many buoys are needed for a water sports race course?: Use 6 to 10 inflatable buoys for a simple marked course, then add more for turns, separate lanes or multiple activities. Bring spare rope or barrier tape in case the course needs adjusting.
How much to drink should I buy for a water sports festival?: Budget two to three drinks per person during the first hour and one more per person for each following hour. Include extra drinking water for hot weather and active participants.
When should I buy equipment for a water sports festival?: Buy or reserve safety and sports equipment at least 2 to 4 weeks in advance. Inspect everything several days before the festival so damaged gear can be replaced before setup.

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