How to organise a safe canal swim

A canal swim needs more than a marked route and a start line. Begin by fixing the date and course, then confirm permits, water quality, insurance and traffic measures before opening registration. Build the safety plan around rescue stations, lifeboats and trained supervisors, and collect each swimmer’s emergency and medical details in advance. On the final day, check the forecast and water level, brief every participant, and make sure communication and rescue equipment work before anyone enters the water.

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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

1
Record date and route
2 people
2
Check permits
2 people
3
Check water quality
2 people
4
Mark out the swimming route
3 people
5
Prepare safety plan
3 people
6
Determine rescue stations
3 people
7
Set start and finish locations
2 people
8
Reserve lifeboats
9
Assign supervisors
2 people
10
Apply for traffic measures
11
Check insurance
12
Open participant registration
2 people
13
Send invitations
2 people
14
Process registrations
2 people
15
Collect emergency contacts
2 people
16
Collect medical details
2 people
17
Collect dietary requirements
2 people
18
Print participant list
19
Make bib numbers
2 people
20
Print briefing document
21
Check the weather forecast
22
Check water level
2 people
23
Do the shopping
3 people
24
Collect materials
3 people
25
Fill coolers
2 people
26
Prepare route signs
2 people
27
Check the rescue equipment
3 people
28
Send participant information
2 people
29
Inspect the site
3 people
30
Mark off the starting area
4 people
31
Cord off the finish area
4 people
32
Set up tents
4 people
33
Set up tables and chairs
4 people
34
Set up registration desk
2 people
35
Set up the changing area
3 people
36
Chill drinks
2 people
37
Prepare snacks
3 people
38
Place course buoys
4 people
39
Position rescue boats
4 people
40
Set up the first aid station
2 people
41
Hand out communication devices
2 people
42
Brief volunteers
4 people

Event

43
Receive participants
4 people
44
Hand out race numbers
3 people
45
Check swim gear
3 people
46
Give the safety briefing
3 people
47
Fill the start area
4 people
48
Start swimming event
5 people
49
Guide swimmers along the route
8 people
50
Keep time records
3 people
51
Register finishers
3 people
52
Receive finishers
4 people
53
Hand out towels and blankets
2 people
54
Serve hot drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Empty trash bins
2 people
58
Inform the audience
2 people
59
Check for missing participants
3 people
60
Guide the final finisher
3 people
61
Thank participants
2 people

Aftercare

62
Remove route buoys
4 people
63
Return lifeboats
4 people
64
Clear the venue
5 people
65
Wash dishes
3 people
66
Empty the coolers
2 people
67
Take down tents
4 people
68
Clear tables and chairs
4 people
69
Collect waste
3 people
70
Clean the venue
4 people
71
Inventory materials
2 people
72
Return borrowed materials
2 people
73
Clear away leftover groceries
2 people
74
Send participant results
2 people
75
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

Set the route and safety structure before promoting the swim. Confirm the start and finish locations, mark the course with route buoys, and decide where rescue stations and lifeboats will be positioned.
Do not leave permissions until registration is open. Check permits, insurance, water quality and any traffic measures early enough to change the date or route if approval is delayed.
Collect emergency contacts and medical details during registration, not at check-in. Print a participant list and prepare bib numbers so supervisors can identify swimmers quickly on the water and at the finish.
Run a full safety briefing before the start. Explain the course, rescue procedure, start groups and finish process, then use walkie-talkies and a megaphone so the same instructions reach every station.
Plan for wet, cold or low-light conditions. Check the weather forecast and water level shortly before the swim, and keep life jackets, throw lines, rescue boards, headlamps and charged phones accessible at the relevant stations.

Frequently asked questions

How early should I apply for permits for a canal swim?: Start checking permit requirements at least 8 to 12 weeks before the planned date. Traffic measures, waterway approval and insurance checks can require separate applications, so wait for confirmation before treating the date as final.
How many rescue stations does a canal swim need?: There is no safe fixed number without knowing the route, but place a rescue station wherever swimmers could be out of sight or difficult to reach. Review the complete course with the safety team at least 2 to 4 weeks before the swim and assign a supervisor to every station.
When should participants receive the canal swim briefing?: Send the written briefing 3 to 7 days before the event and repeat the key instructions on site before the start. Include the route, start groups, finish procedure, emergency signals and what swimmers should do if they need help.
When should I check water quality and the weather forecast?: Check water quality as part of the initial planning and confirm the latest available result before registration closes. Check the forecast and water level again 24 to 48 hours before the swim, then make the final go or no-go decision using your safety plan.

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