Tips on Organizing a Canoe Float

Dave Kraemer <editor@ottumwacourier.com> To: gerry rowland <>

Gerry, here are some notes for people hoping to organize a canoe event. I hope they help. Please pass on my email or phone numbers (515) 684-4611 wk, or (515) 684-8291 hm, if any one would like to talk with me some more.

The Courier's River Ripple was held Aug. 14 on the Des Moines River between Eddyville and Ottumwa. We had 217 participants in 115 canoes or kayaks. All participants received at t-shirt and shuttle service back to their cars at the landing. The $10 admission fee also covered insurance, provided through the United States Canoe Association (see below). In the final week, weather, water levels and mud took over as the supremely most important aspects of the float, and of course, they are all aspects over which we had no control. The day dawned bright and clear, the water was up, and all had a great time. In the months preceding, here's and outline of what we actually tried to control.

What we did:

-- Direct mail brochure to about 3000 people in Iowa, mailing list developed from list of canoe registrations with the state of Iowa, narrowed by zip code. Worked great. Most of the participants used this form, which included signup info, a map of the course and put-ins, and some info.
-- Media. We, of course, had a newspaper at our diposal, and used editorials, news articles and house ads to promote the float. In addition, we did three radio talk shows and several appearances at service clubs in our area. Mostly, the radio and service clubs served to promote the event locally and raise awareness. Actual sign-ups from these efforts were minimal. But it was important for us, especially in this first year, to boost the profile of the event here in town for those who were not participating.
-- Press releases to other media.

What you might do:

-- Larger media. Des Moines Register. Quad City Times. Look for outdoors writers or others to become interested. If you hook someone from the news side, you have a better chance of repeat or feature exposure. Back to Top

We went to major corporations in our area and sold them sponsorships to help defray printing and mailing costs (which by themselves topped $2,000). Sold them on the idea that this helps build image within the community and draws in people from elsewhere in the state. We had the leverage of having
had worked with them before on other advertising projects. Promised them logos in all our in-house advertising, on the brochures (direct mail), and on t-shirts. Back to Top

Time on the water is critical. We ended up offering two lengths, a 17-mile route (put in at Eddyville), estimated time 4-6 hours; and an 8-mile route (put in at Chillicothe), estimated time 2-4 hours. In the end, the more challenging route would have suited nearly everyone. But you have to worry about making it too long so that people don't enjoy themselves. (Peculiar to us, the Chillicothe landing caused major problems. It was privately owned, requiring an extra waiver form and some legal work before use. It was muddy and not well suited, causing some major roadwork, fortunately donated by the county roads department, and in the last week, it became too muddy and steep to pull people out at that point. So we will probably drop it next year). Back to Top

We got the local school bus company to make trips. To improve, schedule your shuttle to avoid a wait, or have the shuttle be flexible enough to meet canoists as they come in. Back to Top

Not a strong suit for us. The sheriff's reserve provided bagels and juice at the launch, which was fine. But lunch was more problematic, due mainly to the site work at Chillicothe. Make sure everyone has enough water or access to water. And have some food and drink at the take out. When people come off the water, they're typically tired and dehydrated, even if they had a good time, it quickly takes its toll if they have to wait for a shuttle. To improve, we will offer food and water at the end. Back to Top

Canoe Sport Outfitters from Indianola and River Basin Canoe and Kayak from Burlington provided rental service at the landings. They handled their own money and waivers. On our brochure, we asked whether people needed rentals so we could make arrangements for boats. But we did not guarantee boats. This arrangement got a little dicey at the end. The rental guys don't want to bring more boats than necessary, but they also want to rent all the boats they have. We didn't want to turn away anyone because there weren't boats available, so figuring out ahead of time how you want to handle rental will be critical. Back to Top

Porta potties located at put in, lunch spot, and takeout. Locations were adequate. Could have used more units at each spot. (we had only one at the aunch and at lunch.) Back to Top

Sheriff's patrol provided three power boats. In addition, hospital rescue crew launched their paramedic boat. The Sheriff's boats probably would have been sufficient, the paramedic boat was lagniappe. But the sheriff's boats were good to have. They pulled at least one group of canoists out of the water when they dumped in a snag.

In addition, insurance requirements meant everyone had to have a whistle and had to wear a life jacket. We also established age requirements and the requirement that at least one adult be in each canoe. Children under 12 had to be accompanied by a parent or guardian.

We had planned on having a lead and a sweep canoe. In the end, the sheriff's boats were essentially the lead and sweep, keeping the group together and in sight. The absolute last family was followed by me, in my kayak, serving as absolute last sweep. Back to Top

We charged $10 a participant. That covered t-shirt, insurance (at $2.50 each), and shuttle. Nothing more. The only other income we had was from sponsors. Bills are still coming in. But we just broke even. No one complained about the cost. Indicating we didn't charge enough. This was a Courier - sponsored event, and we are of course a for-profit business. But if this were to be run by a non-profit, I think you could conceivably double the admission price and use proceeds as a fundraiser. Back to Top

Provided through the United States Canoe Association. Contact is:
Jim Mack, executive director
606 Ross St.
Middletown, OH 45044-5062
phone 513-422-3739.

He will then send you to the canoe association's insurance company, Jacka-Liquori agency, of Kings Park, NY.

To obtain this insurance, you need to:

-- Become a member of the U.S.C.A., $30 fee.
-- Provide some up-front money even if you don't know how many will participate. Mack will outline amounts.
-- Add additional insured coverage for entities such as owners of the landings or any others who could be impacted by the float.
-- Abide by U.S.C.A. safety rules. No alcohol. Whistles in each boat. Life jackets, that sort of thing.

Mack can quote you rates. The insurance company will send you waiver forms when you apply for the insurance. Just photo copy and go. All waivers plus the final fees are due at the end of your event. 
Back to Top

I shanghaied staff from the office here to help put canoes in the water, help with signups and help move stuff on the day of the event. We could have used even more helpers handing out t-shirts, there was a bit of a bottleneck in the signup routine at that point. All together, we had about a dozen people helping out on the day of the event. Back to Top

Make sure you have plenty of parking at the launches. We used carpet samples on the concrete landings to help slide canoes into the water. That was especially appreciated by people with nice boats.

Signage at the landings helped. We recycled some old banners to mark the launches at key intersections approaching the landing. That and a map will help. We probably could have used even more.

While it's nice to be on the water with the big group, plan on having organizers who are land-bound only. I had visions of floating in with the group en masse. Ended up putting in only at the very end after everyone had gone, to shepherd in the last stragglers.

Cell phones helped us keep in contact when we were apart. They also helped us move the shuttle times ahead when it appeared people would begin arriving at the take out about 3 hours earlier than anticipated.

We had a festival going on in town when people arrived. The festival organizers themselves were great to work with and helped greet our early arrivals. Some kind of event at the end of the float helps people wind down, recap, and enjoy the experience. Back to Top