How to organise a swimming marathon

A swimming marathon needs more than a pool booking and a start time. Set the fundraising target and event format first, then secure the venue, permissions, insurance and safety arrangements before opening registration. Once entries come in, group swimmers, assign numbers and recruit enough supervisors for every lane and changeover. The final week is about checking equipment, publishing the programme and making sure registration, timing, refreshments and medical support work as one system.

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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 a swimming location
2
Record date and times
2 people
3
Check permits
4
Check insurance
5
Set fundraising goal
2 people
6
Draft participant terms and conditions
2 people
7
Create registration form
8
Set up payment method
9
Open registrations
10
Send invitations
2 people
11
Post promotion online
12
Send sponsorship packages
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Recruit volunteers
2 people
16
Confirm supervisors
17
Order catering
18
Order medals
19
Order T-shirts
20
Publish the program
21
Develop safety plan
2 people
22
Check evacuation routes
2 people
23
Create lane layout
2 people
24
Assign starter groups
2 people
25
Assign start numbers
2 people
26
Email participant information
27
Email volunteer instructions
28
Check the weather forecast
29
Pick up groceries
2 people
30
Prepare materials
3 people
31
Check the baths and changing rooms
2 people
32
Set up tables and chairs
4 people
33
Set up registration desk
2 people
34
Set up the catering area
3 people
35
Place lane markers
2 people
36
Prepare safety equipment
2 people
37
Hang up decorations
2 people
38
Test audio and microphone
2 people
39
Chill food and drinks
2 people
40
Lay out bib numbers
2 people
41
Print registration lists
42
Give volunteer briefing
3 people

Event

43
Receive participants
4 people
44
Hand out starter packs
3 people
45
Guide participants to their lanes
3 people
46
Give the opening speech
47
Start the swim marathon
2 people
48
Monitor lanes and safety
4 people
49
Register laps
4 people
50
Track live scores
2 people
51
Encourage participants
2 people
52
Refill drinks
2 people
53
Restock fruit and snacks
2 people
54
Serve coffee and tea
2 people
55
Empty trash bins
2 people
56
Explain sponsor information
57
Register donations
2 people
58
Monitor breaks for participants
2 people
59
Announce end time
60
Register final laps
4 people
61
See participants off
3 people
62
Present prizes and medals
3 people
63
Announce the final amount

Aftercare

64
Clean up catering
3 people
65
Clear tables and chairs
4 people
66
Remove decorations
2 people
67
Sort materials
3 people
68
Clean the bath and stands
3 people
69
Check changing rooms
2 people
70
Collect waste
3 people
71
Return borrowed materials
2 people
72
Process donations administratively
2 people
73
Publish results
74
Send thank-you email
75
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Registration tablesqty 2
Party tentsqty 2
Clothes racksqty 2
Coat racksqty 4
High tablesqty 6

Tableware

Reusable drinking cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving bowlsqty 12
Serving plattersqty 8

Equipment

Speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Stopwatchesqty 6
Calculatorsqty 3
Laptopqty 2
Tabletsqty 4
Chargersqty 8
Power banksqty 4
Printer
Walkie-talkiesqty 8
Calculatorsqty 3
Megaphone
Flashlightsqty 6

Sports equipment

Field linesqty 8
Starting blocksqty 8
Kickboardsqty 20
Pull buoysqty 20
Wall clocksqty 4
Life ringsqty 4
Rescue polesqty 2
Numbered bibsqty 120
Medical bagsqty 2
Neck strapsqty 2
Bib numbersqty 120
Round cardsqty 150
Medalsqty 120
Swimming gogglesqty 20
Swim capsqty 120
Towelsqty 20
A4 scoreboardsqty 8
Whistlesqty 8
Reflective vestsqty 20
First aid kitsqty 2
Cold packsqty 12
Emergency blanketsqty 12

Decorations

Buntingqty 6
Balloonsqty 100
Sponsor bannersqty 8
Directional signsqty 12
Welcome sign
Prize table sign
Tableclothqty 8
Name card holdersqty 12

Lighting

LED light stringsqty 4
LED lampsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Pliersqty 6
Serving spoonsqty 6
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2

Cleaning

Floor squeegeesqty 3
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 3
Dustpan and brushqty 3
Waste binsqty 8
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries
Water dispensersqty 4
Drink cratesqty 8
Bread basketsqty 8
Thermo boxesqty 6
Food containers with lidsqty 12
Serving jugsqty 8
Milk jugsqty 6
Sugar bowlsqty 6

Tips

Book the swimming venue before announcing the date, and allow time to check permits, insurance requirements and the venue’s evacuation routes. A pool booking alone does not confirm that your event format is covered.
Open registration only after the participant terms, payment method and fundraising target are ready. Collect dietary requirements on the form so catering can be ordered from confirmed numbers rather than estimates.
Build the safety plan around the actual lane layout and swimmer groups. Confirm supervisors, prepare life rings and rescue poles, and keep medical bags and emergency contacts accessible at poolside.
Publish the programme at least 7 days before the event, including arrival, registration, briefing, start groups and finish arrangements. Assign start numbers before the day so volunteers are not sorting entries at the registration tables.
Set up timing and communication before swimmers arrive: test stopwatches, wall clocks, the speaker and wireless microphone, and place extension cords and power strips where they cannot create trip hazards. Keep drinks, changing areas and clothing racks separate from the pool deck.

Frequently asked questions

How far in advance should I organise a swimming marathon?: Start at least 12 weeks before the event. Use the first 2 to 3 weeks for the venue, date, permits, insurance and safety requirements, then allow several weeks for promotion, registrations and volunteer recruitment.
How many swimming supervisors do I need?: Use the swimming venue’s required lifeguard and supervision ratio as the minimum, then add cover for registration, breaks and changeovers. Confirm the final number at least 2 weeks before the event, once the lane layout and participant groups are known.
When should swimming marathon registration close?: Close standard registration 7 to 10 days before the event so you can confirm swimmer groups, start numbers, T-shirts, medals and catering. If late entries are allowed, set a separate cut-off and state whether they receive the same items.
What should I prepare for swimming marathon safety?: Complete the safety plan at least 2 weeks in advance and review it with the venue team. Include lane arrangements, evacuation routes, emergency contacts, supervisors, life rings, rescue poles, medical bags and a clear announcement procedure.

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.