Aquathlon checklist: what to arrange and when

An aquathlon combines two activities that need separate planning: a controlled swim and a clearly marked run. Start with the date, venue, permits and safety plan, then build the registration and heat schedule around the course capacity. In the final week, check participant and medical information, confirm the weather protocol, and prepare every sign, bib and safety item. On event day, allow enough time to inspect the venue, mark both courses and set up the organizing table before athletes arrive.

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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 swimming and running course
3 people
Prepare safety plan
3 people
Arrange permits and notifications
2 people
Make Changing Room Reservations
Make material reservation
Create registration form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Arrange start heats
2 people
Assign start numbers
2 people
Check medical information
2 people
Check the weather forecast
Prepare the weather protocol
2 people
Print start list
Print route signs
Sort bib numbers
2 people
Collect materials
3 people
Do the shopping
2 people
Check sports equipment
3 people
Load fences and barriers
3 people
Inspect venue
3 people
Place the organizing table
2 people
Check changing rooms
2 people
Set out the swim course
4 people
Set out the course
4 people
Set up transition zone
4 people
Set up the start and finish arch
3 people
Set up signage
3 people
Set up tables and chairs
3 people
Set up tents
4 people
Set up registration desk
2 people
Lay out bib numbers
2 people
Set up water stations
3 people
Set out first aid supplies
2 people
Test communication devices
2 people
Give the safety briefing
8 people

Event

Take up volunteer stations
12 people
Receive participants
4 people
Hand out race numbers
3 people
Hand out swim caps
2 people
Guide participants to the start
3 people
Guide the swim start
6 people
Check the transition zone
3 people
Monitor the running course
8 people
Record times
3 people
Serve water and fruit
3 people
Refill drinks
2 people
Receive finishers
4 people
Check the final results
2 people
Present prizes
3 people
Serve snacks
3 people
Inform participants
2 people
Collect lost property
2 people

Aftercare

Dismantle competition equipment
4 people
Remove course markers
4 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
4 people
Load materials
4 people
Return rented materials
2 people
Send results and photos
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
High tablesqty 4
Coat racksqty 4
Storage cratesqty 12

Sports equipment

Lane ropesqty 8
Buoysqty 12
Swim capsqty 120
Bib numbersqty 120
Race bib strapsqty 120
Medal ribbonsqty 120
Stopwatchesqty 8
Stage cupsqty 12
Course tapeqty 10
Conesqty 40
Route signsqty 25
Directional signsqty 20
Crowd barriersqty 20
Traffic conesqty 20
Cable matsqty 8
Life ringsqty 6
Rescue linesqty 6
Whistlesqty 12
Life jacketsqty 12
Vestsqty 20
Course clocksqty 4

Equipment

Megaphoneqty 2
Walkie-talkiesqty 12
Power banksqty 6
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Microphoneqty 2
Laptop
Printer

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Pitcherqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Bottle openersqty 4
Serving traysqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Trash bagsqty 80
Broomqty 3
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Cleaning sprayqty 4
Paper towelsqty 12
Toilet paperqty 48

Catering

Groceries

Tips

Set the swim and run courses before opening registration. Confirm distances, transitions, lane arrangements and maximum capacity first, so your start heats and participant information are accurate.
Finish permits, notifications and safety planning early. Aim to have these confirmed at least 4–6 weeks before the aquathlon, including rescue coverage, emergency access and the weather protocol.
Close registration far enough ahead to process dietary and medical information, check the participant list, assign start numbers and publish the heats. A 7-day cut-off gives you time to print the start list and sort bib numbers.
Prepare course marking as a separate job rather than leaving it for race morning. Count route signs, directional signs, cones, barriers and cable mats, then load them together with the swim safety equipment.
Build a race-morning setup window of at least 2 hours. Inspect the venue, place lane ropes and buoys, position the organizing table, test walkie-talkies and stopwatches, and check that life rings, rescue lines and whistles are immediately accessible.

Frequently asked questions

How far in advance should I organise an aquathlon?: Start planning at least 8–12 weeks before the event. Confirm the date, location, permits, safety plan and course before you send invitations or open registration.
When should aquathlon registration close?: Close registration about 7 days before the event if possible. That leaves time to check medical information, arrange start heats, assign bib numbers and print the final start list.
How long does aquathlon setup take on the day?: Allow at least 2 hours before the first start for venue inspection, course marking, swim-lane setup, safety checks and the organizing table. Add more time if barriers, tents or traffic controls need to be installed.
What safety equipment do I need for an aquathlon?: Prepare visible swim and course safety equipment, including life rings, rescue lines, whistles, life jackets, walkie-talkies and a megaphone. Check every item before athletes enter the water and keep emergency access clear throughout the event.

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