How to organise a sea swim race

A sea swim race needs more than a marked course and a start signal. Begin with the venue, swimming permit and safety plan, then secure the lifeboat, swim floats and first aid team before opening registration. Build the race around changing sea conditions, clear participant information and enough trained volunteers. The final week is for checking the forecast, confirming reservations, printing race numbers and walking through the course and emergency procedure.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve competition venue
2
Apply for a swimming permit
3
Prepare safety plan
2 people
4
Set out sea-weather procedure
2 people
5
Reserve lifeboat
6
Reserve swim floats
7
Write competition rules
2 people
8
Publish registration form
9
Send invitations
2 people
10
Recruit volunteers
2 people
11
Confirm reservations
12
Process registrations
2 people
13
Collect dietary requirements
14
Design race numbers
15
Set out the course
2 people
16
Check water safety
2 people
17
Arrange the first aid team
18
Reserve photographer
19
Assign staff
2 people
20
Check participant list
2 people
21
Print race numbers
22
Inform participants
2 people
23
Order prizes and medals
24
Check the weather forecast
25
Check the shopping list
2 people
26
Do the shopping
2 people
27
Fill coolers
2 people
28
Gather competition materials
3 people
29
Sort bib numbers
2 people
30
Mark the course
3 people
31
Check the lifeboat
2 people
32
Set up the registration table
2 people
33
Set up catering table
2 people
34
Set up the tent and shade sails
4 people
35
Set up chairs and tables
3 people
36
Set up the first aid station
2 people
37
Test sound system
2 people
38
Set up race buoys
3 people
39
Set out water and snacks
2 people
40
Set up judges' table
2 people

Event

41
Register participants
4 people
42
Hand out race numbers
3 people
43
Hold the jury briefing
4 people
44
Give the safety briefing
3 people
45
Lead the warm-up
2 people
46
Start swimming competition
5 people
47
Guide swimmers from the boat
4 people
48
Record times
3 people
49
Receive finishers
3 people
50
Refill drinks
2 people
51
Serve snacks
2 people
52
Check results
2 people
53
Support awards ceremony
3 people
54
Serve participants' meal
4 people
55
Provide music
56
Inform the audience
57
Empty trash bins
2 people

Aftercare

58
Dismantle the competition grounds
5 people
59
Remove buoys and lines
3 people
60
Empty the lifeboat
2 people
61
Wash dishes
3 people
62
Clean the venue
4 people
63
Dispose of waste
2 people
64
Store materials dry
3 people
65
Return rental items
2 people
66
Clean coolers
2 people
67
Publish results
68
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Tableclothsqty 8

Sports equipment

Competition buoysqty 8
Lane ropesqty 3
Race bib strapsqty 150
Bib numbersqty 150
Stopwatchesqty 6
Whistlesqty 6
Life ringsqty 6
Life jacketsqty 10
Paddlesqty 4
Waterproof walkie-talkiesqty 8
Waterproof scoreboardsqty 2
Marker flagsqty 12
Barrier tapeqty 4
Awards podium
Medalsqty 12
Prizesqty 12

Equipment

Lifeboat
Mobile sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable work lightsqty 4
Megaphone
Laptop
Printer

Tableware

Reusable cupsqty 200
Reusable platesqty 150
Reusable cutleryqty 150
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6
Serving plattersqty 12
Serving traysqty 6
Waterproof document folderqty 3

Cleaning

Waste binsqty 8
Hand sanitizer dispensersqty 6
Cleaning bucketsqty 4
Broom setsqty 3
Mop setsqty 3
First aid kitsqty 2
Emergency blanketsqty 20

Catering

Groceries

Tips

Set the safety framework before promoting the race. Confirm the swimming permit, prepare the safety plan and write a clear procedure for poor sea weather before you publish registration.
Treat the lifeboat and first aid team as early bookings, not last-minute race-day details. Confirm both reservations again during the final week and make sure staff know who makes the decision to stop or alter the race.
Open registration only after the course and race rules are clear. Participants need the start time, course layout, safety instructions, race-number details and a deadline for submitting dietary requirements.
Plan volunteer roles around the whole site, not just the start line. Assign people to registration, course markers, water safety, timing, communications and the finish area, then give them waterproof walkie-talkies or another reliable way to contact each other.
Do a physical setup check before participants arrive. Place competition buoys, marker flags and barrier tape, test stopwatches and the sound system, and check that the participant list matches the printed race numbers.

Frequently asked questions

How early should I apply for a sea swimming permit?: Start the permit application as soon as the venue and proposed date are known, ideally several months before registration opens. Allow extra time if the authority requests a safety plan, course map or details of the lifeboat and first aid cover.
How many volunteers do I need for a sea swim race?: Plan separate cover for registration, the start and finish, course observation, water safety, timing, first aid support and participant communication. A small race may need around 10 volunteers, while a larger field requires more people positioned along the course.
When should I check the weather for a sea swim race?: Check the forecast daily during the final week and make a formal decision 24 hours before the race. Check it again on race morning, because wind, visibility and sea conditions can change after the previous update.
What should I send participants before race day?: Send the final information at least 5 to 7 days before the race. Include arrival and registration times, the course, race rules, safety instructions, what to do in poor weather and how race numbers are collected or worn.

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.