Whitewater competition checklist

A whitewater competition needs more than a marked course and a start list. You must secure the venue, permits and water access early, then build a safety plan around rescue posts, trained personnel and changing conditions. Registration, bib numbers, judges, catering and volunteer shifts need clear deadlines before race day. Use this checklist to work through the planning sequence and avoid last-minute gaps in safety equipment, communications or course setup.

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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

Reserve competition venue
Apply for competition permit
Inform the water manager
Prepare safety plan
2 people
Record rescue posts
2 people
Publish competition rules
Send invitations
2 people
Open registration
Recruit volunteers
2 people
Arrange rescue personnel
Assign judges
Book catering
Process registrations
2 people
Collect dietary requirements
Make bib numbers
2 people
Check participant list
2 people
Inspect the course
3 people
Check water levels
Check the weather forecast
Do the shopping
2 people
Print start list
Prepare the safety briefing
2 people
Bring materials to the venue
4 people
Cordon off the area
4 people
Set up the registration tent
3 people
Set up judges' table
3 people
Place the course markings
6 people
Set up rescue posts
6 people
Connect power supply
2 people
Test sound system
2 people
Set out competition equipment
3 people
Set up catering point
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Carry out materials check
4 people
Give the safety briefing
3 people
Handle the opening announcement
Guide the start groups
4 people
Monitor the course
8 people
Record times
3 people
Receive participants safely
6 people
Refill drinks
2 people
Serving food
4 people
Check results
3 people
Set out prizes
2 people
Handle prize ceremony
3 people
Publish final results
2 people
Guide participants at departure
3 people

Aftercare

Remove course materials
6 people
Clean the grounds
5 people
Wash dishes
3 people
Collect waste
3 people
Take down tents and tables
4 people
Switch off equipment
2 people
Return materials
4 people
Return rented items
2 people
Email the results to participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 40
Judges' table
High tablesqty 4
Crowd barriersqty 30
Conesqty 40
Rolls of barrier tapeqty 12
Clothes racksqty 4
Storage binsqty 12

Sports equipment

Course buoysqty 24
Marker flagsqty 30
Start gate
Finish arch
Bib numbersqty 120
Race numbersqty 120
Spare paddlesqty 6
Rescue linesqty 8
Throw linesqty 8
Life ringsqty 6
Helmetsqty 12
Life jacketsqty 12
Wetsuitsqty 8
Rescue kayaksqty 4
Paddlesqty 8
Waterproof walkie-talkiesqty 10
Whistlesqty 12
Thermal labelsqty 20
Medal cupsqty 30
Rescue boardsqty 2
Carabinersqty 20
Helmet lampsqty 8

Equipment

Stopwatchesqty 6
Tabletsqty 4
Laptop
Printer
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 6
First aid kitsqty 4
Emergency blanketsqty 20
Megaphonesqty 2
Waterproof clocksqty 4

Lighting

LED lampsqty 8
Work lightsqty 4
Headlampsqty 12

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Chef platesqty 2
Kettlesqty 3
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Insulated boxesqty 4
Jerry cansqty 8

Catering

Groceries

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 24

Decorations

Competition bannersqty 6
Direction signsqty 12
Prize certificatesqty 30
Medal ribbonsqty 30

Tips

Start with the venue, permit and water manager arrangements before opening registration. Confirm the competition date only after you know the course can be used and the required approvals are in place.
Set a firm registration deadline at least 7 days before the competition. This gives you time to process entries, collect dietary requirements, prepare bib numbers and print the start list.
Complete the safety plan before recruiting the final rescue team. Record every rescue post, assign personnel to each position and check that rescue kayaks, throw lines, life rings and waterproof walkie-talkies are available.
Inspect the course twice: once during preparation and again on race day. Check water levels, weather conditions, marker flags, buoys, the start gate and finish arch before participants arrive.
Pack race-day materials by function rather than in one mixed box. Keep registration supplies, timing equipment, briefing materials and safety gear together so volunteers can set up the tent and course without searching.

Frequently asked questions

How far in advance should I organise a whitewater competition?: Start venue, permit and water-management arrangements at least 8 to 12 weeks before the event. Open registration only after the course, rules and safety requirements are sufficiently confirmed.
When should registration close for a whitewater competition?: Close registration about 7 days before race day. Use that week to check the participant list, prepare bib numbers, collect dietary requirements and print the start list.
How many rescue personnel do I need for a whitewater competition?: The number depends on the course and your safety plan, so assign personnel to every recorded rescue post rather than using a fixed ratio. Confirm the full roster at least 7 days before the competition and brief everyone before the first start.
What should I check on the morning of a whitewater competition?: Check water levels and the weather forecast, then inspect the course, safety equipment, communications and start list before registration opens. Allow at least 2 hours for setup, cordoning off the area and the safety briefing.

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.