How to organise a safe New Year's dive

A New Year's dive needs more than a swim spot and a countdown. Start by confirming the date, location and swimming route, then check local rules and arrange supervision, first aid and participant information. Registration numbers determine how much equipment, shelter, soup and hot drinks you need. In the final days, weather and water checks can still change the plan, so keep a clear go/no-go decision and brief every volunteer before setup.

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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
Confirm date and location
2 people
2
Check permits and regulations
3
Determine swimming area and route
3 people
4
Make the diving safety plan
3 people
5
Arrange supervisors and first aid
2 people
6
Reserve venue and facilities
7
Send invitations
2 people
8
Open registrations
9
Process registrations
2 people
10
Collect dietary requirements
11
Monitor the weather forecast
12
Send participant information
2 people
13
Send the volunteer briefing
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Prepare soup and hot drinks
3 people
17
Print participant list
18
Carry out weather and water checks
2 people
19
Check the venue for safety
3 people
20
Building tents and canopies
5 people
21
Set up tables and chairs
4 people
22
Place barriers along the swimming area
4 people
23
Put up route and information signs
2 people
24
Set up changing rooms
3 people
25
Set out first aid and safety equipment
2 people
26
Set up registration desk
2 people
27
Set up the catering buffet
4 people

Event

28
Welcome participants and volunteers
4 people
29
Register participants
3 people
30
Give safety instructions
3 people
31
Guide the start of the New Year's dip
6 people
32
Supervise the swimming area
6 people
33
Serve hot drinks and soup
4 people
34
Serve snacks and sandwiches
3 people
35
Refill drinks
2 people
36
Receive wet participants
3 people
37
Collect Waste During the Event
2 people
38
See off the last participants
2 people

Aftercare

39
Clean up the buffet and kitchen
4 people
40
Take down tents and barriers
5 people
41
Clear tables and chairs
4 people
42
Clean the grounds
4 people
43
Wash tableware and equipment
3 people
44
Take waste to the collection point
2 people
45
Check borrowed materials
2 people
46
Store materials clean and dry
2 people
47
Return rented materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Changing boothsqty 4
Coat racksqty 4

Equipment

Coolersqty 6
Kettlesqty 3
Soup kettlesqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Megaphonesqty 2

Tableware

Reusable cupsqty 150
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 6
Serving spoonsqty 6
Serving traysqty 8
Food warmersqty 4

Safety

First aid kitsqty 2
Life ringsqty 3
Thermal blanketsqty 20
Reflective vestsqty 12
Flashlightsqty 6
Crowd control barriersqty 12
Conesqty 20

Information

Registration desk
Information boardsqty 6
Route arrowsqty 10
Waterproof markersqty 6
Clipboardsqty 4
Wristbandsqty 150

Decorations

New Year flagsqty 12
Buntingqty 6

Lighting

LED string lightsqty 6
Work lightsqty 4

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Hand brushes and dustpanqty 3

Catering

Groceries

Tips

Set the route and safety plan before opening registration. Mark the swimming area with barriers and cones, define entry and exit points, and decide who can stop the dive if conditions become unsafe.
Give yourself at least two weeks to process registrations and collect dietary requirements. Print the final participant list on the day, with a separate volunteer briefing so supervisors know their positions and duties.
Check the weather forecast daily during the final week, then carry out a water and weather check on the event day. Prepare thermal blankets, life rings, first aid kits, flashlights and reflective vests where the safety team can reach them immediately.
Build the practical setup around cold, wet participants: provide changing booths, coat racks, covered tables and chairs, and keep soup and hot drinks ready after the swim. Test kettles, soup kettles, extension cords and power strips before people arrive.
Plan the final two hours in a fixed order: inspect the venue, set up barriers and signs, prepare registration, then place first aid and safety equipment before serving drinks. Allow extra time for tents and canopies, especially in wind or rain.

Frequently asked questions

How far in advance should I plan a New Year's dive?: Start planning at least 6 to 8 weeks beforehand. Confirm the date and location first, then allow time for permits, safety arrangements, venue facilities, registrations and volunteer briefings.
How many safety supervisors do I need for a New Year's dive?: Set the number according to the participant count, route and local requirements rather than using one fixed ratio. Confirm the final staffing level before registration closes, and ensure every swimming area has named supervision and first-aid cover.
When should I check the water and weather for a New Year's dive?: Monitor the forecast during the final week and complete the formal water and weather check on the day itself. Set a go/no-go deadline several hours before the start so participants and volunteers can be informed in time.
What should I provide for participants after the New Year's dive?: Have changing facilities, coat racks, thermal blankets and hot drinks ready before the swim begins. Prepare soup and drinks for the registered group, with extra cups and servings available for late arrivals or volunteers.

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.