Elfstedenzwemtocht checklist: organise the swim step by step

An Elfstedenzwemtocht needs more than a route and a start time. You must coordinate permits, swim lanes, water safety, timing, volunteers, traffic measures and participant information in the right order. This checklist covers the full preparation, from reserving safety equipment and locations to checking water quality and sorting bib numbers. Use it to keep the event safe, measurable and ready for changing weather and last-minute changes.

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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

Apply for a permit
Set route and swim lanes
3 people
Prepare a water safety plan
3 people
Create first aid and emergency plan
2 people
Reserve safety equipment
Reserve start and finish location
Arrange judging and timing
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Coordinate traffic measures
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
3 people
Assign volunteers
2 people
Check participant list
2 people
Assign start numbers
2 people
Send participant information
Check the weather forecast
Check water quality
2 people
Inventory supplies
2 people
Check the shopping list
2 people
Do the shopping
3 people
Sort bib numbers
2 people
Prepare route signs
2 people
Fill coolers
3 people
Set out coffee and tea
2 people
Mark off the starting area
4 people
Cord off the finish area
4 people
Set up tents
6 people
Set up tables and chairs
4 people
Put out buoys
6 people
Check lifeline
3 people
Launch lifeboats
6 people
Set up the first aid station
2 people
Set up the registration table
2 people
Test time tracking
2 people
Test the PA system
2 people
Brief volunteers
4 people

Event

Receive participants
4 people
Hand out race numbers
3 people
Give the start briefing
3 people
Start swimming event
4 people
Guide the swim route
8 people
Crew the lifeboats
8 people
Record split times
4 people
Count participants
4 people
Hand out water and sports drinks
5 people
Refill drinks
3 people
Serve snacks
4 people
Register finishers
4 people
Present medal
3 people
Escort the changing room
2 people
Provide first aid
3 people
Inform the audience
2 people
Compile the results
2 people
Carry out award ceremony
3 people
Receive the last participants
4 people

Aftercare

Dismantle the finish area
5 people
Dismantle the start area
5 people
Collect the buoys and lines
6 people
Remove lifeboats from the water
6 people
Collect waste
5 people
Clean the grounds
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort borrowed materials
3 people
Return materials
3 people
Register lost property
Publish results
Share participant photos

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Changing room benchesqty 8
Clothes racksqty 6
Crowd control barriersqty 30
Waste binsqty 12

Sports equipment

Life ringsqty 12
Rescue linesqty 12
Route buoysqty 24
Lane ropesqty 6
Paddle boardsqty 4
Life boatsqty 4
Paddlesqty 8
Life jacketsqty 12
Wetsuitsqty 8
Swim capsqty 120
Bib numbersqty 120
Medal ribbonsqty 120
Finish timer
Stopwatchesqty 8
Countdown clickersqty 8
Water thermometersqty 3
Measuring tapesqty 3

Equipment

Walkie-talkiesqty 16
Walkie-talkie headsetsqty 16
Mobile chargersqty 8
Generator
Extension cordsqty 6
Power stripsqty 6
PA system
Microphonesqty 2
Megaphonesqty 4

Lighting

Work lightsqty 8
String lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 180
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 12
Ice containersqty 6
Serving jugsqty 8
Cutting boardsqty 6
Chef and serving knivesqty 8
Serving tongsqty 12
Thermos cupsqty 40
Water boilersqty 3
Handwash sinksqty 4
Towelsqty 24

Cleaning

Mop setsqty 4
Broom setsqty 4
Dustpan and brushqty 6
Cleaning spongesqty 12
Cleaning sprayqty 6
Rubber glovesqty 12
Litter pickersqty 6

Decorations

Route signsqty 24
Directional signsqty 16
Start and finish bannersqty 2
Flagsqty 20
Chalkboardsqty 4
Waterproof markersqty 12

Catering

Groceries

Tips

Start with the permit, route and safety plan before publishing registration. Confirm the swim lanes, rescue positions, first-aid arrangements and emergency contacts early enough to adjust the course if needed.
Reserve safety equipment and key locations well in advance. Life boats, paddle boards, life jackets, rescue lines and life rings are not items to source during the final week, especially when several events use the same suppliers.
Set a firm deadline for registrations and dietary requirements. Check the participant list afterwards, assign start numbers, and send practical information before event day so swimmers know where to go and what to bring.
Give volunteers written assignments rather than only a meeting point. Allocate people to water safety, registration, timing, route signs, traffic measures and the start and finish areas, then provide walkie-talkies or headsets to the teams that need fast contact.
Run a final operational check 24 to 48 hours before the swim. Check the weather forecast and water quality, inventory the supplies, test the finish timer and stopwatches, and confirm power for chargers, extension cords and any generator.

Frequently asked questions

How far in advance should I organise an Elfstedenzwemtocht?: Start the main planning at least 6 months before the event. Apply for the permit, set the route, reserve the start and finish location, and secure safety equipment before opening registration.
How many volunteers do I need for an Elfstedenzwemtocht?: The number depends on the course length, participant count and safety requirements, so create assignments for every fixed post before recruiting. Finalise the volunteer roster at least 2 weeks before the swim and keep a small reserve for cancellations.
When should I check the weather and water quality?: Check both during the final week and again 24 to 48 hours before the start. Record the water temperature and quality, review the forecast, and communicate any safety or schedule changes to participants immediately.
What should participants receive before an Elfstedenzwemtocht?: Send participant information at least 7 days before the event. Include the route, start time, start number procedure, arrival instructions, changing arrangements, safety rules and the deadline for reporting changes.

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