Events and regattas
Entries, crew picks, and the day-of logistics for every regatta and club event - tracked in one tool instead of a tangle of spreadsheets.
How does Row HQ handle rowing events and regattas?
Every stage of a regatta lives in one tool with Row HQ - posting the event, members signing up, building crew entries, taking fees, the draw, and final results. Rowers register through their own portal, Stripe collects the money, and the committee can check at a glance who is racing, who has paid, and who needs a reminder before the regatta weekend. The process does not change whether the club is entering the Royal Canadian Henley on Martindale Pond, a CSSRA championship, or a Rowing Ontario fall head race.
Event Management Without the Headaches
A side-by-side look at organising events the old way versus with Row HQ. Our Oundle Town RC case study shows the difference in practice, and what is a regatta covers the format itself.
Without Row HQ
- Entry deadlines slip past and the club pays for it
- Endless follow-up to find out who is actually available
- A patchwork of spreadsheets tracking entries
- Crew swaps the night before throwing everything into disarray
- Event details scattered across emails and group chats
With Row HQ
- Deadline reminders fire automatically to every member
- Members flag interest with a single tap on their phone
- A live list of everyone keen to race
- Crew changes pushed out with instant notifications
- Every event detail held in one place you can search
Event features
From posting an event to logging the result - the full toolkit. Our gallery shows the interface in action.
Event Calendar
One calendar holding every regatta, fall head race, and club event on the horizon.
Deadline Tracking
As an entry cut-off draws near, reminders go out - so no closing date slips through.
Interest Registration
A single tap tells coaches who wants to race and who is sitting it out.
Crew Selection
Crews are picked for events in the same coach tools screen used for training, and every member is alerted through their member portal.
Venue Information
Course, parking, run sheet, and costs - each event keeps its own set of details.
Results Tracking
Logging results after each event builds a season-by-season race record for the club, and every entry flows into the admin dashboard.
The Event Journey
Row HQ carries an event from first announcement through to the final result
Create Event
Post the regatta with its details and entry cut-off
Gather Interest
Members flag whether they are available
Race Day
Every rower knows their boat and seat
Record Results
Outcomes logged into the club record
Also works with
Related reading
- Crew selection tips for coaches
- Getting training sessions sorted
- Rowing Canada Aviron affiliation and Royal Canadian Henley entry workflows
Still have questions? The FAQ covers the common ones, other clubs share their experience, and you can view pricing any time.
Regatta and event management FAQs
How rowing clubs across Canada use Row HQ to run regatta entries, head races, and club events.
The whole process sits in one place. You post the regatta, invite members to express interest, assemble crews from the people who reply, close entries before the deadline, then log results once racing wraps up. Each regatta carries its own page in the member app, listing the closing date, the entry fee, and the categories the club has chosen to enter. A member taps once to say they are keen, and the captain or coach handles the rest. Whether the club enters a single boat or a full contingent, the workflow is identical across the Royal Canadian Henley at Martindale Pond, CSSRA championships, OUA regattas, provincial head races, and internal club racing.
They can, and most clubs prefer it that way. Expressions of interest usually open several weeks ahead of the entry deadline, which gives coaches a clear read on availability before they commit to crews. A member opens the regatta in their feed, taps "interested", picks the categories they fancy, and can leave a note - something like "free all weekend except Saturday evening". Those replies land live in the crew builder, so coaches choose the squad from people who have actually confirmed rather than chasing answers around WhatsApp.
The events module pulls in the Rowing Canada Aviron and provincial-association fixture calendars, so a familiar regatta - anything from the Royal Canadian Henley to a Rowing Ontario club head - drops in with a couple of clicks and the correct closing date already populated. Entries are not pushed straight into the RCA or provincial portals, since those systems are not open to outside software, but the data export hands you everything formatted ready to submit. The upshot: the club builds its crews internally, meets the RCA or provincial cut-off with zero retyping, and holds a lasting record of who raced in which boat for season-end reporting.
Last-minute substitutions are part of the crew builder, and every swap leaves a clean audit trail. Say a rower wakes up unwell on race morning at Martindale Pond or a Rowing BC course - the captain drops in the spare straight from their phone, and the replacement, the cox, and the boatman are all notified within seconds. The original entry stays on file next to the actual race-day crew, so if a regatta referee asks who raced in the M4+ at 09:42, the answer is right there. Those substitutions also feed through into post-event results, keeping the credit with the people who did the rowing.
Yes. Once the event is done, the captain or coach enters each crew's outcome against its entry - finishing time, placing, head time, opposition. Those results surface on each rower's profile, on the club's public results page if you choose to make it public, and in the season-end material prepared for the AGM. Over several seasons the system accumulates a per-member racing history, handy for selection calls ("she has medalled three times in the senior 4x") and for the captain's annual report. Everything exports to CSV for clubs that run their own website or send seasonal summaries up to Rowing Canada Aviron.
Try it free
Run your next regatta - the Royal Canadian Henley, a CSSRA championship, a Rowing Ontario head race, or your own club event - without the usual scramble