Wingfoil competition checklist

A wingfoil competition needs more than a course and a forecast. You must coordinate permits, water and wind rules, race categories, registrations, rescue cover, judging and the start and finish area in the right order. This checklist also covers the details that are often left too late, such as bib numbers, participant information, prize collection, communications and backup equipment. Use it to build the event from the venue and safety plan through to competition day.

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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

Confirm the competition venue
Define the competition format
3 people
Prepare safety plan
2 people
Apply for competition permit
Check water and wind rules
2 people
Set start and finish area
2 people
Determine race categories
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Check participant details
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm judges
Confirm rescue crew
Check reservations
Arrange prize money and prizes
2 people
Make bib numbers
2 people
Send participant letter
Check the weather forecast
Draw up the match schedule
2 people
Do the shopping
2 people
Collect prizes and medals
Check competition materials
3 people
Test buoys and lines
3 people
Charge electronics
2 people
Print the starting lists
Clear the venue
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Fill coolers
2 people
Mark out the competition area
4 people
Set up the start and finish buoys
4 people
Set up windsocks and flags
2 people
Launch the rescue boat
3 people
Check the rescue boat
2 people
Set up jury table and timekeeping
3 people
Test sound system
2 people
Prepare competition briefing
2 people

Event

Staff the registration table
2 people
Register participants
3 people
Hand out race numbers
2 people
Material and safety check
3 people
Hold the participant briefing
3 people
Lead the warm-up round
4 people
Start first heat
5 people
Record race results
3 people
Keep the rescue boat on standby
3 people
Run the heats
5 people
Measure wind and water
2 people
Publish interim results
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Announce the final
2 people
Lead the final
5 people
Check the final standings
3 people
Hold the awards ceremony
3 people
Inform participants about departure
2 people

Aftercare

Collect competition equipment
4 people
Remove buoys and lines
4 people
Remove the rescue boat from the water
3 people
Clean up catering
3 people
Wash dishes
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Dispose of waste
2 people
Publish results
Thank participants
Clean equipment
3 people
Let equipment dry
2 people
Return rental items
2 people
Archive competition records
Handle deposit and lost and found
2 people

What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 2
Catering tablesqty 4
Chairsqty 40
Judges' table
Folding chairsqty 6

Sports equipment

Competition buoysqty 12
Anchor linesqty 12
Anchorsqty 12
Windsocksqty 4
Competition flagsqty 8
Bib numbersqty 40
Start number vestsqty 40
Spare finsqty 4
Spare leashesqty 6
Paddlesqty 3
Life ringsqty 4
Throw linesqty 4
Life jacketsqty 8
Water shoesqty 6

Equipment

Rescue boat
Outboard motor
VHF radioqty 2
Walkie-talkiesqty 6
Anemometerqty 2
Stopwatchesqty 6
Tabletsqty 3
Laptopsqty 2
Mobile printer
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Speakersqty 2
Microphone
Spare batteriesqty 24
First aid kit
Emergency lightingqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 3
Knivesqty 6
Pliersqty 4
Food warmersqty 4

Decorations

Stage curtain
Bannersqty 6
Directional signsqty 10
Chalkboardsqty 4
Tableclothsqty 8

Lighting

LED work lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue, competition format and race categories before opening registration. Participants need to know what they are entering, while the course layout and schedule depend on those decisions.
Apply for the competition permit and check local water and wind rules early. Complete these checks before publishing the registration form, because restrictions can affect the date, course or number of riders.
Book the rescue crew, rescue boat, outboard motor and communications equipment before confirming the event schedule. Plan at least one reliable communication method on the water and another for the shore team.
Send the participant letter after registrations are checked, not just after the form closes. Include the meeting time, check-in process, bib or start number arrangements, competition format, safety instructions and any dietary information needed for catering.
Review the forecast close to the event and prepare a clear go/no-go decision time. On site, check buoys, anchor lines, flags, windsocks, stopwatches, radios, tablets, power banks and spare fins or leashes before riders arrive.

Frequently asked questions

How far in advance should I organise a wingfoil competition?: Start the venue, permit and safety planning at least 8 to 12 weeks before the competition. Open registration only after the format, categories and operating limits are confirmed.
How many rescue crew members do I need for a wingfoil competition?: The number depends on the course, rider count and local rules, so confirm it with the relevant authority and safety lead. Arrange the rescue crew and boat no later than 4 weeks before the event, then brief everyone before the first race.
When should I check the weather forecast for a wingfoil competition?: Check the forecast daily during the final week and make a detailed review 24 hours before the event. Recheck wind and water conditions on the morning itself before setting the course and publishing the start schedule.
What equipment should I prepare for a wingfoil competition?: Prepare course equipment such as competition buoys, anchor lines, anchors, flags and windsocks, plus rescue and communication equipment. Check timing and registration devices, power banks, life jackets, throw lines and at least one set of spare fins and leashes before participant check-in.

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