Aquathlon shopping list

An aquathlon needs more than swim caps and race numbers. You need equipment for a clearly marked swim course, a safe run course, a workable transition zone, registration and timing. Plan supplies by participant count and volunteer team size, then add spares for damaged signs, missing bibs and last-minute entries. This list also covers practical items that are often forgotten until setup day, such as power banks, extension cords, cups and safety equipment.

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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
- Spa Blauw - 120 bottles
- Isotonic sports drink - 80 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 10 packs
- Apple juice - 6 packs
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Lemon tea - 1 box
- Bananas - 100 pieces
- Apples - 80 pieces
- Oranges - 60 pieces
- Grapes - 8 kilos
- Muesli bars - 120 pieces
- Raisin buns - 100 pieces
- Whole grain bread - 8 loaves
- Young cheese - 2 kilos
- Turkey breast - 2 kilos
- Hummus - 8 tubs
- Cucumber - 12 pieces
- Cherry tomatoes - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 4 packs
- Paper towels - 6 packs
- First aid wound cleansing wipes - 2 boxes
- Bandages - 2 boxes
- Ice cubes - 20 bags
- Cooling packs - 30 pieces

Tips

Plan one bib number and one swim cap per participant, then bring at least 5% extra for late registrations, damaged numbers and sizing issues. Keep spare marker pens with the registration materials.
Use one swimming buoy at each major turn and enough rope to mark the full swim boundary. Check the course before race day and pack extra barrier tape in case sections need to be repaired.
Prepare one timing setup at the finish and keep a second stopwatch as backup. Charge the laptop, printer, walkie-talkies and power banks the day before, and pack extension cords and power strips together.
Allow at least one drink cup per planned course station per participant, plus 10% extra. Chill drinks before transport and bring reusable cups and serving items for the finish area if refreshments are provided.
Set aside safety equipment before loading the venue supplies: life rings, rescue lines, life jackets and whistles should be immediately accessible, not buried under tables, tents or transition crates.

Frequently asked questions

What do I need for an aquathlon?: You need swim course equipment, swim caps, bib numbers, cones, barrier tape, transition crates, timing tools and safety equipment. Also prepare tents, tables, changing screens, registration equipment, refreshments and power supplies.
How many swim caps and bib numbers should I buy for an aquathlon?: Plan one swim cap and one bib number per registered participant, plus at least 5% extra. For 100 participants, prepare at least 105 of each to cover late changes and damaged items.
How many drink cups do I need for an aquathlon?: Count the cups needed at every course station and add 10% spare capacity. For example, 100 participants using one cup at two stations requires at least 220 cups.
When should I prepare the aquathlon equipment?: Buy or reserve the main equipment at least 2 to 4 weeks before the event. Charge electronic equipment the day before, and bring all course-marking and safety supplies to the venue before setup begins.

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