How to organise a four-day swim event

A four-day swim event needs more than a booked pool and a list of swimmers. Start with the pool, permits, distances and participant terms, then build registration and promotion around the information you need to run each session safely. In the final weeks, turn registrations into starter groups, volunteer schedules, wristbands and printed lists. Leave time to test the registration setup, confirm medical and dietary details, and check how swimmers will move between registration, changing rooms and the pool.

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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
Reserve pool
2
Check permits
3
Record swimming data
2 people
4
Set swimming distances
2 people
5
Draft participant terms and conditions
2 people
6
Create registration form
7
Add privacy text
8
Send invitations
2 people
9
Hang up promotion
2 people
10
Post online promotion
11
Process registrations
2 people
12
Collect dietary requirements
13
Check contact details
2 people
14
Assign starter groups
2 people
15
Print participant lists
16
Sort wristbands
2 people
17
Collect medical information
18
Schedule volunteers
2 people
19
Coordinate pool rules
2 people
20
Create route to changing rooms
21
Check the shopping list
2 people
22
Do the shopping
2 people
23
Collect materials
3 people
24
Prepare certificates
2 people
25
Create a music playlist
26
Chill drinks
2 people
27
Set up starter kits
2 people

Event

28
Open venue
2 people
29
Set up tables
3 people
30
Set up registration desk
2 people
31
Set up banners and signage
2 people
32
Connect the music
33
Lay out safety materials
2 people
34
Brief volunteers
3 people
35
Receive participants
4 people
36
Check registrations
3 people
37
Hand out wristbands
2 people
38
Guide swimming groups to the pool
4 people
39
Guide swim heats
6 people
40
Stamp round cards
3 people
41
Refill the water stations
2 people
42
Serve coffee and tea
2 people
43
Refill drinks
2 people
44
Hand out fruit
2 people
45
Inform participants
2 people
46
Record final standings
2 people
47
Hand out day certificates
3 people
48
See participants off
2 people
49
Close daily registration
2 people
50
Run day 2 of the 4-day swim event
8 people
51
Carry out Swim Four Days day 3
8 people
52
Run day 4 of the 4-day swim event
8 people
53
Hand out final certificates
3 people
54
Take final photo
2 people

Aftercare

55
Take down tables
3 people
56
Collect materials
3 people
57
Remove waste
2 people
58
Clear the registration desk
2 people
59
Clean the pool area
3 people
60
Check changing rooms
2 people
61
Return borrowed items
2 people
62
Clear away leftover stock
2 people
63
Send participant results
64
Handle lost property

What to bring

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

Furniture

Folding tablesqty 6
Chairsqty 12
Registration desk
Waste binsqty 6

Equipment

Laptopqty 2
Tabletqty 2
Mobile phoneqty 4
Printer
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Power banksqty 4

Sports equipment

Swimming kickboardsqty 20
Pull buoysqty 20
Swim armbandsqty 20
Starting whistleqty 2
Round signsqty 8
Waterproof stopwatchqty 4
Counter displaysqty 8
Swim capsqty 120
Towelsqty 20

Registration

Wristbandsqty 150
Round cardsqty 150
Name stickersqty 150
Pensqty 30
Markersqty 12
Clipboardsqty 12
Bindersqty 6
Printer paperqty 2
Envelopesqty 150
Certificatesqty 150
Wristband cutterqty 2

Safety

First aid kit
Life ringqty 2
Emergency blanketsqty 4
Non-slip matsqty 6
Flashlightsqty 4

Decorations

Bannersqty 4
Directional signsqty 12
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 6

Lighting

LED lampsqty 4

Cleaning

Cleaning bucketqty 3
Microfiber clothsqty 12
Floor squeegeesqty 3
Hand broomsqty 3
Litter pickersqty 2
Clothespinsqty 24

Catering

Thermos flasksqty 6
Coolersqty 4
Water jugsqty 6
Reusable cupsqty 200
Reusable mugsqty 60
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6
Groceries

Tips

Book the pool and check permits before opening registration. Confirm the available hours for all four days, including setup and closing time, so your registration form does not promise sessions you cannot staff.
Set the swimming distances and record the data format before invitations go out. Collect emergency contacts, medical information and dietary requirements in the registration process, then check incomplete contact details before assigning starter groups.
Create one registration point with a desk, laptop or tablet, printer, clipboards and pens. Print participant lists and sort wristbands, name stickers and round cards before the first day; doing this between sessions is likely to cause avoidable queues.
Schedule volunteers against the busiest moments, not just the total number of hours. Cover registration, pool-rule coordination, changing-room directions and timing, and give each role a clear handover for all four days.
Check the shopping list and collect materials at least one day before setup. Test the waterproof stopwatch, starting whistle, counter displays, speaker, extension cords and power banks, and keep spare printer paper and pens at the registration desk.

Frequently asked questions

How far in advance should I organise a four-day swim event?: Start at least 8–12 weeks before the first swimming day. Reserve the pool and check permits first, then allow several weeks for registration, promotion, volunteer scheduling and participant checks.
What information should a swim event registration form collect?: Collect the swimmer’s name, contact details, chosen distance or session, emergency contact, medical information and dietary requirements. Review the entries at least 7 days before the event so missing details can be corrected before starter groups are assigned.
When should I assign starter groups for a four-day swim event?: Assign groups after registrations close and contact details have been checked, usually 3–5 days before day one. Print the final participant lists and sort wristbands and round cards no later than the day before setup.
How many volunteers are needed for a four-day swim event?: Plan at least one volunteer for registration and one for pool coordination during each active session, then add coverage for changing-room directions and timing. Build the schedule in shifts of about 2–3 hours so the same people are not working all four days without a handover.

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.