How to organise a safe, well-run swim route

Organising a swim route starts with the water, not the refreshments. Set the course, confirm the start and finish locations, and arrange permits or notifications before opening registration. Once you know the route and participant limit, build the safety plan around rescue points, emergency access and volunteer positions. The final week is for checking conditions, preparing race materials and briefing everyone who will be on the shore or in 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
Set the swimming route
2 people
2
Reserve start and finish location
3
Arrange permits and notifications
4
Prepare safety plan
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Send participant information
10
Check the route for current risks
3 people
11
Record emergency locations
2 people
12
Check the weather and water report
13
Order supplies
14
Create a shopping list
15
Check participant list
2 people
16
Print race numbers and forms
2 people
17
Prepare the volunteers briefing
2 people
18
Prepare route signs
2 people
19
Gather materials
3 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Assemble participant packs
3 people
23
Check first aid and rescue equipment
2 people

Event

24
Mark off the start and finish area
4 people
25
Set up tents and tables
6 people
26
Place course buoys and markers
6 people
27
Distribute safety equipment
3 people
28
Connect lighting and power
3 people
29
Set up the registration table
3 people
30
Set up the water station and food point
4 people
31
Brief volunteers
2 people
32
Register participants
4 people
33
Hand out race numbers
3 people
34
Give swim safety briefing
2 people
35
Allow participants to start after checks
4 people
36
Monitor swim route
8 people
37
Staff the midway water station
3 people
38
Register finishers
3 people
39
Refill drinks
2 people
40
Serve snacks and soup
4 people
41
Keep participants warm
3 people
42
Staff the first aid station
2 people
43
Check for missing participants
3 people
44
Process results
2 people
45
Thank participants
2 people
46
Remove route buoys and signs
5 people
47
Move equipment to storage
5 people
48
Take down tents and furniture
6 people
49
Collect waste
3 people

Aftercare

50
Leave venue clean
4 people
51
Wash dishes
3 people
52
Empty and clean coolers
2 people
53
Check borrowed items
2 people
54
Return borrowed materials
2 people
55
Publish results
56
Handle lost and found
57
Clear remaining stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Crowd control barriersqty 20

Sports equipment

Route buoysqty 30
Life ringsqty 6
Throw linesqty 4
Whistlesqty 12
Bib numbersqty 120
Start number bandsqty 120
Stopwatchesqty 6

Safety

First aid kitsqty 2
Thermal blanketsqty 30
Reflective vestsqty 20
Safety vestsqty 8

Equipment

Walkie-talkiesqty 8
Megaphonesqty 2
Digital clocksqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED construction lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water containersqty 4

Decorations

Route signsqty 12
Directional signsqty 10

Cleaning

Waste binsqty 8
Litter pickersqty 3

Catering

Groceries

Tips

Set the route and safety limits before sending invitations. Record the distance, entry and exit points, emergency locations and the maximum number of swimmers, then use these details in the participant information.
Allow at least four weeks for permits and notifications where required. Confirm access to both the start and finish area, including space for tents, tables, barriers and emergency vehicles.
Assign volunteers to fixed positions rather than asking for general help on the day. Give each person a location, start time, task and communication method, such as a walkie-talkie or whistle.
Check the route and water conditions twice: once during the week before the swim and again on the morning itself. Review weather, water temperature, visibility and any new hazards before swimmers enter.
Prepare participant packs and race materials one day early. Count bib numbers, start number bands, forms and directional signs against the final participant list, and keep a small spare set at registration.

Frequently asked questions

How far in advance should I organise a swim route?: Start planning at least 8 to 12 weeks before the event. Use the first weeks for the route, locations, permits and safety plan, then open registration only after those basics are confirmed.
How many volunteers do I need for a swim route?: The number depends on the route length and local safety requirements, but plan one named person for every safety or information point. Finalise the roster at least 7 days beforehand and include replacements for anyone who may cancel.
What should I check before an open-water swim?: Check the weather and water report during the week before the event and again on the morning of the swim. Also inspect the route for debris, changed access, poor visibility and any blocked emergency location.
When should I prepare the swim route signs and safety equipment?: Gather and check route buoys, life rings, throw lines, first aid kits and communication equipment 2 to 3 days before the event. Mark the start and finish area and install directional signs only after the final route check.

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.