Windsurfing marathon checklist: what to arrange and when

A windsurfing marathon needs more than a marked course and registered riders. You must coordinate permits, insurance, rescue cover, weather checks, volunteer roles and clear participant information before race day. The course, start and finish areas also need a final inspection, while radios, safety equipment, bibs and food must be ready at the right time. Use this checklist to work through the planning in order and avoid last-minute gaps on the water.

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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 a permit
Check insurance
Set out the course
3 people
Prepare safety plan
2 people
Secure lifeboats
Open registration form
Send invitations
2 people
Publish the competition rules
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Arrange first aid staffing
Determine the start and finish location
3 people
Order supplies
Send participant information
Assign start numbers
2 people
Check the weather forecast
Check the course again
3 people
Assemble starter packs
3 people
Inspect competition equipment
3 people
Charge radio batteries
Do the shopping
2 people
Prepare snacks
3 people
Set out route signs
2 people

Event

Open venue
2 people
Set up tents
5 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
4 people
Prepare safety equipment
3 people
Set out course buoys
4 people
Set up the start and finish buoys
4 people
Position rescue boats
4 people
Test sound system
2 people
Register participants
4 people
Hand out race numbers
3 people
Carry out materials check
3 people
Give the safety briefing
3 people
Announce the opening
Start the marathon
4 people
Monitor the course and participants
6 people
Record split times
2 people
Refill drinks
2 people
Serve snacks
3 people
Register finishers
3 people
Check competition results
2 people
Present prizes
3 people
Announce the closing
Bring in the course buoys
4 people
Return rescue equipment
4 people

Aftercare

Take down the tents
5 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Archive competition data
Publish results
Thank participants
Clean materials
3 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Clothes racksqty 2

Sports equipment

Course buoysqty 12
Start and finish buoysqty 4
Anchor weightsqty 16
Anchor linesqty 16
Signal flagsqty 8
Life ringsqty 6
Throw linesqty 6
Life jacketsqty 12
Rescue boardsqty 2
Thermal blanketsqty 12
Bib numbersqty 100
Race bib strapsqty 100
Stopwatchesqty 4
Clipboardsqty 6

Equipment

Walkie-Talkiesqty 8
Megaphone
Portable speakersqty 2
Competition clock
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Two-way radio chargersqty 4

Tableware

Reusable drinking cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Serving plattersqty 10

Kitchen

Coolersqty 6
Water dispensersqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Decorations

Route signsqty 12
Directional signsqty 8
Barrier tapeqty 4
Buntingqty 6

Lighting

LED work lightsqty 6
LED lanternsqty 12

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Start permits, insurance and venue arrangements early enough to allow several weeks for approval. Do not publish a final event date until the competition venue and required permissions are confirmed.
Set the safety plan before opening registration. Define the start and finish locations, rescue coverage, first-aid staffing and communication method, then make sure every volunteer knows their role before race morning.
Send participant information at least 7 days before the marathon. Include the competition rules, arrival time, start procedure, course details, required equipment information and a deadline for dietary requirements.
Complete the course and equipment check twice: once during setup and again after checking the weather forecast. Confirm that course buoys, anchor lines, signal flags, radios and rescue equipment are in place and usable.
Prepare the operational items the day before where possible. Assemble starter packs, assign bib numbers, charge radio batteries, prepare snacks and keep power banks available for timing and communication equipment.

Frequently asked questions

How far in advance should I organise a windsurfing marathon?: Begin venue, permit and insurance arrangements at least 6 to 8 weeks before the event. Open registration only after the venue and safety requirements are sufficiently confirmed.
When should I check the weather and windsurfing course?: Check the forecast 48 hours before the marathon and again on the morning of the event. Recheck the course after the final weather assessment because wind and water conditions can affect buoy placement and safety coverage.
How many volunteers do I need for a windsurfing marathon?: The number depends on the course and rescue plan, but assign roles at least 7 days in advance. Cover registration, timing, course supervision, participant guidance, communications and first aid without leaving one person responsible for several critical stations at once.
When should participants receive the marathon information?: Send the participant pack at least 7 days before the start. Include rules, start and finish locations, bib number instructions, arrival times, safety information and the deadline for dietary requirements.

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.