Pre-event checklist ✅
Sign-up sprint — close Fri 15 May
| Task | Owner | Due | |
|---|---|---|---|
| Send WhatsApp message + registration form + liability waiver to parents | Andras | Wed 13 May | |
| Close sign-ups — collect filled forms, photos, and entry fees | Andras | Fri 15 May | |
| Tally names, t-shirt sizes, divisions, and board-spare needs from forms | Andras | Fri 15 May | |
| Order t-shirts — order goes out same day as sign-ups close | Andras | Fri 15 May |
Two weeks out — by Mon 18 May
| Task | Owner | Due | |
|---|---|---|---|
| Find head judge (external coach / experienced surfer) | Andras | Mon 18 May | |
| Confirm coach availability for water marshals | Andras | Mon 18 May | |
| Hunt 1 BBQ sponsor to close the ~$150 gap | Andras | Mon 18 May |
One week out — by Wed 27 May
| Task | Owner | Due | |
|---|---|---|---|
| Confirm 3 judges | Andras | Wed 27 May | |
| Build heat billboard — foam board / plywood, brackets drawn, slot per surfer | Parent volunteer | Wed 27 May | |
| Print + cut player photos (one per competitor, ~10cm, mounted on card) | Parent volunteer | Wed 27 May |
Two days out — Thu 28 May
| Task | Owner | Due | |
|---|---|---|---|
| Buy BBQ supplies & water | BBQ + drinks leads | Thu 28 May | |
| Charge speaker & cameras, build playlist | Music lead | Thu 28 May | |
| Pack rashies, washable markers (for writing heat numbers on surfers' arms), heat number tags | Andras | Thu 28 May |
Day before — Fri 29 May
| Task | Owner | Due | |
|---|---|---|---|
| Print scorecards, judge briefing, run-of-show, certificates | Andras | Fri 29 May | |
| Heat draw based on level + age | Andras | Fri 29 May | |
| Pin player cut-outs onto billboard per heat draw | Parent volunteer | Fri 29 May | |
| Prize bags packed (kid crowns, side awards, parent prizes) | Dori | Fri 29 May | |
| WhatsApp reminder to parents (time, what to bring, parents stay) | Andras | Fri 29 May |
Day of — Sat 30 May
| Surf check by 10:00 — go / no-go call | 10:00 | ||
| Tent, tables, banner, heat billboard up · sound tested · BBQ lit | 11:30 | ||
| Judges' area + scorecards + clipboards · cooler stocked · first aid visible | 11:30 | ||
| Rashies sorted by color & size · spare soft-tops out | 12:00 | ||
| Registration desk staffed · heat sheet posted somewhere visible | 12:30 | ||
| Arrival + warm-up on the sand 🌅 | 13:00 | ||
| First heats — go time 🐤 | 14:00 | ||