Canal swim checklist: what to arrange and when

A canal swim needs more than a marked route and a start line. You need permits, water-quality checks, rescue cover, participant information and a clear plan for changing conditions. Start with the date, route and safety requirements, then move on to registration, equipment and volunteer assignments. This checklist keeps the work in a practical order, including details that are easy to leave until the final week.

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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

Record date and route
2 people
Check permits
2 people
Check water quality
2 people
Mark out the swimming route
3 people
Prepare safety plan
3 people
Determine rescue stations
3 people
Set start and finish locations
2 people
Reserve lifeboats
Assign supervisors
2 people
Apply for traffic measures
Check insurance
Open participant registration
2 people
Send invitations
2 people
Process registrations
2 people
Collect emergency contacts
2 people
Collect medical details
2 people
Collect dietary requirements
2 people
Print participant list
Make bib numbers
2 people
Print briefing document
Check the weather forecast
Check water level
2 people
Do the shopping
3 people
Collect materials
3 people
Fill coolers
2 people
Prepare route signs
2 people
Check the rescue equipment
3 people
Send participant information
2 people
Inspect the site
3 people
Mark off the starting area
4 people
Cord off the finish area
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the changing area
3 people
Chill drinks
2 people
Prepare snacks
3 people
Place course buoys
4 people
Position rescue boats
4 people
Set up the first aid station
2 people
Hand out communication devices
2 people
Brief volunteers
4 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Check swim gear
3 people
Give the safety briefing
3 people
Fill the start area
4 people
Start swimming event
5 people
Guide swimmers along the route
8 people
Keep time records
3 people
Register finishers
3 people
Receive finishers
4 people
Hand out towels and blankets
2 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Inform the audience
2 people
Check for missing participants
3 people
Guide the final finisher
3 people
Thank participants
2 people

Aftercare

Remove route buoys
4 people
Return lifeboats
4 people
Clear the venue
5 people
Wash dishes
3 people
Empty the coolers
2 people
Take down tents
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people
Send participant results
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
High tablesqty 4
Clothes racksqty 4
Storage cratesqty 12

Sports equipment

Route buoysqty 20
Start Line
Finish arch
Swimming buoysqty 12
Rescue boardsqty 4
Life ringsqty 8
Throw linesqty 6
Paddlesqty 8
Life jacketsqty 12
Race bib beltsqty 120
Swim capsqty 120
Timekeeping clocksqty 2
Waterproof route mapsqty 12

Equipment

Walkie-talkiesqty 12
Stopwatchesqty 6
Megaphonesqty 2
Mobile chargersqty 6
Waterproof phone casesqty 12
Extension cordsqty 4
First aid kitsqty 3
AED
Water temperature metersqty 2

Lighting

LED work lightsqty 6
String lightsqty 4
Headlampsqty 12

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Coolersqty 8
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Kettlesqty 3
Coffee machinesqty 2

Decorations

Route signsqty 16
Directional signsqty 12
Start and finish bannersqty 2
Rolls of barrier tapeqty 8
Traffic conesqty 20

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Check permits, insurance and traffic measures before opening registration. If approvals are delayed, you may need to change the route or event date before participants have made arrangements.
Set rescue stations and communication points before the route is marked. Give each supervisor a walkie-talkie, and make sure rescue equipment such as life rings, throw lines and rescue boards is positioned where it can be reached quickly.
Collect emergency contacts, medical details and dietary requirements during registration rather than by email at the last minute. Print the final participant list and briefing documents after registration closes, with at least one spare copy at the start and finish.
Recheck water quality, water level and the weather forecast in the final week, then repeat the weather and water-level check on event morning. Decide in advance who can pause or cancel the swim and how participants will be informed.
Plan the finish area as carefully as the start. Put tables, chairs, clothes racks, coolers, water jugs and thermos flasks where swimmers can use them without blocking the route, and test lighting and phone chargers before dusk.

Frequently asked questions

How far in advance should I organise a canal swim?: Start at least 8 to 12 weeks before the swim. Permit applications, insurance, traffic measures and lifeboat availability can take longer than participant registration, so confirm those first.
When should I check the water quality for a canal swim?: Arrange the first check before publishing the route and repeat it within the final week. Check again if there is heavy rain, unusual water flow or any report of pollution before swimmers enter the water.
How many rescue stations does a canal swim need?: There is no safe fixed number without knowing the route, width, current and swimmer ability. Plan a visible station at every section where a swimmer could be out of sight, and confirm the final positions with your safety lead before marking the route.
When should canal swim registration close?: Close registration early enough to collect emergency and medical details, print bib numbers and prepare the participant list. A practical deadline is 5 to 7 days before the swim, with a final update on the morning for withdrawals.

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