Plan and Execute a Paddle Race
Organizing a paddle race requires careful planning, coordination, and attention to detail. Whether you're hosting a fun race, a competitive event, or a charity fundraiser, here’s a step-by-step guide to ensure your event runs smoothly.
1. Initial Planning & Concept
Before diving into logistics, define the overall vision for your race:
✅ Set race goals (recreational, competitive, charity-focused, etc.)
✅ Choose an appropriate date, avoiding conflicts with other major paddling events
✅ Determine race distances and eligible categories (kayak, canoe, SUP, etc.)
✅ Research potential race venues and assess water conditions
2. Selecting a Course & Venue
Choosing the right location is crucial for participant safety and race success:
✅ Identify a suitable waterway (lake, river, ocean)
✅ Check water conditions (depth, flow, tides, currents)
✅ Ensure easy water access for launch and take-out points
✅ Evaluate parking availability for participants and spectators
✅ Plan start and finish line locations
✅ Consider spectator viewpoints and accessibility
3. Permits & Approvals
Secure necessary permissions and ensure legal compliance:
✅ Contact local, state, or federal authorities for required permits
✅ Obtain permission from private landowners if necessary
✅ Secure water-use permits if applicable
✅ Work with environmental agencies if the area is protected
✅ Confirm liability insurance requirements and participant waivers
4. Creating a Race Budget
Plan financial aspects to keep your event within budget:
💰 Permits & Insurance – Event permits, liability coverage
💰 Equipment Rentals – Buoys, race clock, timing system, signage, radios
💰 Venue Costs – Parking, facility rentals, setup fees
💰 Awards & Swag – Medals, trophies, race shirts, stickers
💰 Marketing & Promotion – Flyers, digital ads, social media boosts
💰 Port-a-Johns – If restrooms are unavailable
💰 Volunteer Supplies – Snacks, drinks, t-shirts for helpers
💰 Safety & Emergency Gear – First aid kits, rescue teams, law enforcement
5. Course Preparation & Clean-Up
Ensure a safe and well-marked course:
✅ Remove hazards such as overhanging trees and obstacles
✅ Clear trails and prepare water access points (ADA-compliant if possible)
✅ Mark racecourse with buoys or waypoints
✅ Set up directional and safety signage
6. Safety Plan
Develop a robust safety strategy:
✅ Create an emergency response plan
✅ Recruit experienced safety paddlers with rescue training
✅ Identify and mark safe zones and hazards
✅ Arrange for a safety boat and patrol kayakers along the course
✅ Ensure all participants follow PFD (life jacket) regulations
✅ Establish a communication system for safety personnel (radios, phones)
✅ The race director has the authority to modify or cancel the race due to unsafe conditions
7. Website, Registration & Promotion
Attract participants and streamline sign-ups:
🌐 Website & Branding – Create a dedicated race page (e.g., PaddleSignUp)
🎨 Marketing Materials – Design logos, banners, flyers, flags
📋 Online & On-Site Registration – Offer digital sign-ups and paper options
💳 Payment Processing – Set up online and on-site payment methods
📣 Promotion Strategy – Social media, local paddling clubs, paddlesport retailers
🗓 Event Listings – Contact New York Paddlesports Racing Association (NYPRA) to be included in their event calendar
8. Race Day Logistics
Ensure smooth race execution:
🏕 Setup – Registration/check-in tent, signage, course maps
🛶 Paddler Identification – Assign race numbers or boat stickers
⏱ Timing System – Manual timing is recommended for water races
👥 Volunteer Coordination – Place staff at check-in, checkpoints, and finish line
📢 Pre-Race Briefing – 30-minute safety meeting before the start
🚩 Race Execution – Start on time, track finishers, verify results
9. Equipment & Supplies Checklist
Event Setup & Infrastructure
✅ Registration/check-in tent
✅ Folding tables, chairs
✅ Port-a-johns (if restrooms unavailable)
✅ Start/finish line banners
✅ Buoys or markers for the racecourse
✅ Race timing clock or manual timing setup
✅ Bibs or boat numbers
Race Administration
✅ Registration forms & liability waivers
✅ Pens, clipboards, cash box for on-site registration
✅ Laptop, printer, hotspot/wifi, power supply
✅ Race packets (maps, rules, schedules)
✅ Sound system for announcements
Safety Equipment
✅ First aid kits
✅ Rescue throw bags
✅ Radios/communication devices
✅ Safety kayakers or patrol boats
Volunteer Roles
✅ Check-in & registration staff
✅ Course setup crew
✅ Safety team (rescue paddlers, first responders)
✅ Start/finish line timers
✅ Photographers/media team
10. Post-Race Wrap-Up
Wrap up the event and collect feedback for future improvements:
✅ Calculate and display results, email or text participants
✅ Announce winners and distribute awards
✅ Thank volunteers, sponsors, and participants
✅ Clean up the venue and remove course markers
✅ Submit results to NYPRA and other race organizations
✅ Post event recap, photos, and thank-you messages online
✅ Gather feedback for improvements next year
Final Thoughts
Organizing a paddle race requires preparation, but with careful planning, your event can be safe, fun, and successful! Need assistance with website, registration and promotion? NYPRA can connect you with an event team to streamline the process.
For more race-planning tips, reach out to your local paddlesports community or join the New York Paddlesports Racing Association to stay updated on upcoming events!
