Aquathlon checklist: what to arrange and when

An aquathlon combines a swim and a run, so the course and safety plan need to be settled before registration opens. Start with the venue, permits and a checked course, then arrange volunteers, participant information and timing. In the final week, confirm numbers, dietary requirements, weather and supplies. On event day, allow time to mark the swim, run and transition areas before participants 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

Reserve venue
Check permits
Set the swim and run course
2 people
Have the course safety checked
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Send participant confirmations
Create the volunteer schedule
2 people
Prepare safety instructions
2 people
Prepare timekeeping
2 people
Make bib numbers
2 people
Make course signs
2 people
Check the weather forecast
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Set up tents and tables
4 people
Set up registration desk
2 people
Mark changing rooms
2 people
Set out the swim course
4 people
Set out the course
4 people
Staff the safety posts
4 people
Test timekeeping
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Give the swimming briefing
2 people
Start the aquathlon
3 people
Monitor the swim course
5 people
Guide the transition zone
3 people
Monitor the running course
6 people
Record times
3 people
Refill drinks
2 people
Take care of participants
3 people
Check results
2 people
Present prizes
2 people
See participants off
2 people

Aftercare

Remove course materials
4 people
Take down tents and furniture
4 people
Collect waste
3 people
Clean dishes and equipment
3 people
Leave venue clean
4 people
Return materials
3 people
Return borrowed materials
2 people
Publish results
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 24
Changing room screensqty 6
Waste binsqty 8

Sports equipment

Swimming buoysqty 8
Ropes for swimming courseqty 2
Bib numbersqty 100
Swim capsqty 100
Marker conesqty 40
Barrier tapeqty 8
Transition zone cratesqty 20
Drink cups for the courseqty 200
Stopwatchesqty 6
Clipboardsqty 6
Whistlesqty 10
Life ringsqty 2
Rescue linesqty 2
Life jacketsqty 6
Bikes for course inspectionqty 2

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 8
Power banksqty 6

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Serving tongsqty 6
Coffee machinesqty 2

Decorations

Route signsqty 20
Directional signsqty 12
Stage signsqty 3

Lighting

LED lampsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3

Catering

Groceries

Tips

Reserve the venue and check permits before publishing the registration form. Confirm that the swim course, run course, changing area and transition zone all fit the site.
Have the swim and run courses safety-checked before sending invitations. Mark hazards, access points and emergency positions, and make sure volunteers know where life rings, rescue lines and first-aid support are placed.
Close registration early enough to print the participant list, bib numbers and volunteer schedule. A practical deadline is 3–5 days before the aquathlon, leaving time to resolve missing details.
Send participant confirmations with arrival instructions, swim-cap and bib-number information, changing arrangements and safety guidance at least 2 days before the event.
On the day, bring materials to the venue before setup starts. Set up tents, tables, the registration desk, changing-room screens, course markers and transition crates before the first participants check in; keep drinks chilled and test stopwatches, radios and the megaphone.

Frequently asked questions

How far in advance should I organise an aquathlon?: Start planning at least 6–8 weeks before the event. Secure the venue, permits and course first, then open registration once the safety check and volunteer plan are underway.
When should aquathlon registration close?: Close registration 3–5 days before race day. That gives you time to process entries, collect dietary requirements, print the participant list and prepare bib numbers and confirmations.
How early should volunteers arrive for an aquathlon?: Ask volunteers to arrive 90–120 minutes before the first start. They need a briefing, course walk-through and time to position signs, safety equipment, registration materials and drinks.
What needs checking on the morning of an aquathlon?: Check the weather forecast, swim and run markings, transition zone, changing rooms, timing equipment and communication devices before registration opens. Allow at least 60 minutes for this final safety check.

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.