Aquabike race checklist: what to arrange and when

An aquabike race needs two clearly coordinated courses: one for swimming and one for cycling. Start with the competition format, rules, permits, water access, and insurance before opening registration. Safety planning, emergency communication, volunteers, and course control should be settled well before race day. This checklist also helps you avoid late jobs such as assigning bib numbers, preparing starter packs, checking medical supplies, and confirming equipment reservations.

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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

Set competition format
2 people
Write out the competition rules
2 people
Apply for permits
Reserve water area
Reserve the bike course
Check insurance
Prepare safety plan
3 people
Inform emergency services
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Close the participant list
Assign start numbers
2 people
Send start confirmations
Check the weather forecast
Confirm reservations
Check the shopping list
2 people
Inventory competition equipment
2 people
Do the shopping
3 people
Prepare the bike parking
2 people
Assemble starter packs
3 people
Check medical supplies
2 people
Mark the course
4 people
Check water depth
2 people
Check water quality
2 people
Set up the start and finish buoys
4 people
Mark off bike course
5 people
Set up transition area
4 people
Set up the registration tent
3 people
Build the catering point
3 people
Build the finish arch
3 people
Connect the sound system
2 people
Set up tables and chairs
4 people
Prepare starter packs
3 people
Chill drinks
2 people
Prepare snacks
3 people
Brief volunteers
3 people
Conduct the safety briefing
4 people

Event

Open registration
4 people
Inspect bicycles
3 people
Guide participants to the start
3 people
Give the start briefing
2 people
Guide the swim start
6 people
Monitor water safety
6 people
Guard the transition area
4 people
Supervise the bike course
8 people
Record split times
3 people
Register finishers
3 people
Hand out water
3 people
Refill drinks
2 people
Serve snacks
3 people
Check toilets
2 people
Collect waste
2 people
Check results
2 people
Handle prize ceremony
3 people
Inform participants
2 people
Provide crowd music
Clear the course
4 people

Aftercare

Gather competition materials
5 people
Remove buoys from the water
4 people
Remove the barriers
5 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the grounds
5 people
Dispose of waste
2 people
Store materials dry
3 people
Return borrowed materials
2 people
Return rental items
2 people
Publish results
Send a thank-you gift to participants
Cancel permits

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Bicycle racksqty 60
Waste binsqty 8

Sports equipment

Swimming buoysqty 12
Life ringsqty 6
Paddlesqty 6
Competition bibsqty 20
Bib numbersqty 80
Wristbandsqty 100
Race bib strapsqty 80
Medal ribbonsqty 80
Bike helmet stickersqty 80
Stopwatchesqty 8
Clipboardsqty 12
Conesqty 40
Course signsqty 20
Ribbonsqty 12
Traffic conesqty 30
Crowd barriersqty 20
Barrier tapeqty 10
Starter pistol
Bike pumpsqty 4
Tool casesqty 2
Spare inner tubesqty 20
Bicycle standsqty 12
Rescue boardsqty 3
Throw linesqty 6

Equipment

Laptop tabletsqty 3
Printer
Extension cordsqty 8
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12
Megaphonesqty 2
Laptopsqty 2
Printer cable
Speakersqty 2
Microphonesqty 2
Music mixer

Lighting

LED lampsqty 8
String lightsqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Coffee cupsqty 80
Serving spoonsqty 8
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Coolersqty 8
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Ice packsqty 30
Kettlesqty 3
Coffee machinesqty 2
Serving traysqty 6

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 4
Spongesqty 12
Washing-up bowlsqty 4

Catering

Groceries

Tips

Set the race format and write the rules before opening registration. State the swim distance, bike distance, start procedure, transition arrangements, cut-off times, and disqualification rules so participants know exactly what they are entering.
Arrange permits, insurance, and course reservations early. Allow at least 8 to 12 weeks for approvals where roads, public water, traffic control, or emergency services are involved, and keep written confirmation of every reservation.
Build the safety plan around the water first. Confirm who monitors the swim, where life rings, rescue boards, throw lines, and other rescue equipment will be placed, and how an incident is reported to emergency services.
Close the participant list before ordering or preparing race materials. Assign start numbers, send confirmations, and prepare bibs, wristbands, straps, helmet stickers, and starter packs at least 3 to 5 days before the event.
Walk both courses with the volunteer team on the day before the race. Place buoys, cones, signs, barriers, and barrier tape according to a simple course map, then check bike parking, pumps, tool cases, spare tubes, timing equipment, and medical supplies.

Frequently asked questions

How far in advance should I organize an aquabike race?: Start planning at least 3 to 6 months ahead. Permits, insurance, water and bike-course reservations, volunteer recruitment, and safety coordination are the items most likely to need extra time.
When should registration close for an aquabike race?: Close registration 7 to 14 days before race day if you need time to check entries, collect dietary requirements, assign start numbers, and send confirmations. Set an earlier deadline if bibs or other materials need to be ordered.
How many volunteers do I need for an aquabike race?: Plan separate coverage for registration, the swim area, transition, the bike course, finish support, timing, and first aid. As a starting point, use at least 1 course volunteer at every key turn or control point, plus 2 to 4 people for registration and finish administration.
What should I check the day before an aquabike race?: Check the weather forecast, confirm reservations, inspect all competition equipment, and walk the swim and bike courses. Also verify that medical supplies, rescue equipment, signage, bib materials, bike parking, and volunteer assignments are ready before the first participant arrives.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.