Aquathlon planning checklist

An aquathlon combines two courses, two transition points and one tightly timed event day. Start by confirming the date and swimming location, then build the swim and run routes before opening registration. Permits, insurance, first aid and traffic measures need to be settled well before participants arrive. In the final week, send clear participant information, prepare bibs and wristbands, check the weather and make sure timing, water stations and the transition zone are ready.

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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

Confirm date and location
2 people
Set the swim and run course
3 people
Check permits
2 people
Check insurance
Reserve a swimming location
Create bib numbers and schedule
2 people
Open registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
Assign volunteers
2 people
Arrange first aid staffing
Coordinate pool rules
2 people
Coordinate traffic measures
2 people
Make route map
2 people
Check the weather forecast
Send participant information
2 people
Print start list
Sort wristbands
2 people
Sort bib numbers
2 people
Prepare medal winners
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Load materials
3 people

Event

Open venue
2 people
Check swimming safety
3 people
Set out the course
6 people
Set up the start and finish arch
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Test sound system
2 people
Set out first aid supplies
2 people
Synchronize match clocks
2 people
Brief volunteers
3 people
Check changing rooms
2 people
Staff the registration desk
3 people
Hand out race numbers
3 people
Guide participants to the start
4 people
Give participant briefing
3 people
Supervise the swimming event
8 people
Guard the transition area
4 people
Guide runners along the course
8 people
Record times
3 people
Refill drinks
2 people
Staff the water station
4 people
Staff the first aid station
2 people
Receive finishers
4 people
Hand out towels
2 people
Serve fruit and snacks
3 people
Serve coffee and tea
2 people
Check results
2 people
Set out prizes and medals
2 people
Support awards ceremony
3 people
Check out the last participants
2 people
Store leftovers refrigerated
2 people
Clear the course
4 people
Close the swimming area
2 people

Aftercare

Collect waste
4 people
Clear tables and chairs
4 people
Gather course materials
5 people
Wash dishes
3 people
Clean changing rooms
3 people
Clean the catering area
3 people
Take down the sound system
2 people
Conduct the final venue check
2 people
Return materials
3 people
Return borrowed items
2 people
Publish results
Thank participants
2 people
Inform suppliers
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 4
Foldable tablesqty 8
Folding chairsqty 60
Changing room benchesqty 8
Waste binsqty 8

Sports equipment

Competition swim gogglesqty 6
Swimming lanesqty 6
Swim lane reelsqty 2
Traffic conesqty 30
Route arrowsqty 20
Crowd barriersqty 12
Barrier tapeqty 6
Water station tablesqty 3
Reusable drink cupsqty 150
Starting blocksqty 4
Transition zone binsqty 30
Stopwatchesqty 8
Timekeeping clocksqty 3
Whistlesqty 10
Safety vestsqty 20
Course signsqty 12
Towelsqty 120
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 20

Equipment

Speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Power banksqty 6
Walkie-talkiesqty 10
Laptopsqty 2
Printers

Tableware

Coffee potsqty 4
Thermos flasksqty 6
Reusable mugsqty 120
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving Cupsqty 8

Decorations

Start and finish arch
Buntingqty 8
Sponsor bannersqty 6
Stage blocksqty 3

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Ice packsqty 30
Hot holding containersqty 4

Catering

Bib numbersqty 130
Wristbandsqty 130
Medalsqty 120
Winner's cupsqty 6
Groceries

Tips

Set the swim and run courses before opening registration. Participants need the distance, surface, transition arrangements and any pool rules when they sign up.
Book first aid and volunteers early, then assign people to registration, the swim course, transition zone, run course, water stations and finish area. A simple duty list with start times prevents gaps.
Give participants a practical information pack several days before the event. Include arrival time, parking or access details, what to bring, pool rules, the course map and how the swim-to-run transition works.
Prepare race materials in separate labelled groups: start list and bib numbers for registration, wristbands for access control, and course signs, arrows, cones and barriers for the routes. Pack them by area rather than mixing everything in one box.
Plan the transition zone as carefully as the finish. Provide clearly marked spaces for equipment, keep bins and barriers out of the running line, and test stopwatches, timing clocks, speakers, microphone and power supplies before race morning.

Frequently asked questions

How far in advance should I organise an aquathlon?: Start planning at least 8 to 12 weeks before race day. Confirm the date, swimming venue, permits, insurance and course layout first, then open registration once the key safety arrangements are settled.
What volunteers are needed for an aquathlon?: Plan separate coverage for registration, the swim area, transition, the run course, water stations and the finish. For a small event, begin with at least 1 registration volunteer, 1 transition marshal and 1 course marshal per key junction, then add people for participant numbers and route length.
What should participants receive before an aquathlon?: Send the participant information at least 3 to 5 days before the event. Include the schedule, start procedure, swim and run courses, transition instructions, pool rules, arrival guidance, required equipment and a contact number for questions.
When should I check the weather for an aquathlon?: Check the forecast 7 days before the event and again 24 hours before the start. Use the final check to confirm shelter, hydration, clothing guidance, route safety and any changes that need to be sent to participants.

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.