How to organise an aquathlon from start to finish

Organising an aquathlon means linking two demanding courses with a safe, clear transition between them. Start by securing the venue and checking permits, then design and safety-check the swim and run routes before opening registration. After that, organise volunteers, participant information and timing, while leaving enough time for bibs, signs, equipment and weather checks. On race day, the transition zone, registration desk and safety team need to be ready before participants arrive.

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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 venue
2
Check permits
3
Set the swim and run course
2 people
4
Have the course safety checked
2 people
5
Publish registration form
6
Send invitations
2 people
7
Recruit volunteers
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Send participant confirmations
11
Create the volunteer schedule
2 people
12
Prepare safety instructions
2 people
13
Prepare timekeeping
2 people
14
Make bib numbers
2 people
15
Make course signs
2 people
16
Check the weather forecast
17
Print participant list
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Bring materials to the venue
3 people
21
Set up tents and tables
4 people
22
Set up registration desk
2 people
23
Mark changing rooms
2 people
24
Set out the swim course
4 people
25
Set out the course
4 people
26
Staff the safety posts
4 people
27
Test timekeeping
2 people
28
Brief volunteers
3 people

Event

29
Receive participants
4 people
30
Hand out race numbers
3 people
31
Give the swimming briefing
2 people
32
Start the aquathlon
3 people
33
Monitor the swim course
5 people
34
Guide the transition zone
3 people
35
Monitor the running course
6 people
36
Record times
3 people
37
Refill drinks
2 people
38
Take care of participants
3 people
39
Check results
2 people
40
Present prizes
2 people
41
See participants off
2 people

Aftercare

42
Remove course materials
4 people
43
Take down tents and furniture
4 people
44
Collect waste
3 people
45
Clean dishes and equipment
3 people
46
Leave venue clean
4 people
47
Return materials
3 people
48
Return borrowed materials
2 people
49
Publish results
50
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 24
Changing room screensqty 6
Waste binsqty 8

Sports equipment

Swimming buoysqty 8
Ropes for swimming courseqty 2
Bib numbersqty 100
Swim capsqty 100
Marker conesqty 40
Barrier tapeqty 8
Transition zone cratesqty 20
Drink cups for the courseqty 200
Stopwatchesqty 6
Clipboardsqty 6
Whistlesqty 10
Life ringsqty 2
Rescue linesqty 2
Life jacketsqty 6
Bikes for course inspectionqty 2

Equipment

Laptop
Printer
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 8
Power banksqty 6

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 3
Serving tongsqty 6
Coffee machinesqty 2

Decorations

Route signsqty 20
Directional signsqty 12
Stage signsqty 3

Lighting

LED lampsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set the swim and run courses before publishing registration. Check distances, entry and exit points, crossings and the transition area, then have the full route safety-checked before inviting participants.
Plan the safety team around the swim first. Assign clear positions for people with whistles, walkie-talkies, life rings, rescue lines and life jackets, and include a short briefing before the first start.
Close registration early enough to process entries and dietary requirements, send confirmations and print the participant list. A practical deadline is 3–5 days before the event, not the evening before.
Prepare race administration separately from course setup. Test the laptop, printer, stopwatches, power supplies and timing process at least 60 minutes before the first participant is due.
Allow at least 2 hours for venue setup on race day. Put up tents and tables, mark changing rooms, set out buoys, ropes, cones and signs, and place transition crates and course cups before registration opens.

Frequently asked questions

How far in advance should I plan an aquathlon?: Start venue, permit and course planning at least 8–12 weeks before the event. Open registration only after the routes and safety arrangements are confirmed.
How long before an aquathlon should registration close?: Close registration 3–5 days before race day if you need a final participant list, bib numbers and confirmations. This also gives you time to organise dietary requirements and the volunteer schedule.
How much setup time does an aquathlon need?: Allow at least 2 hours for physical setup, plus 60 minutes to test registration, timing and communications. The swim course and safety equipment should be checked again before the first start.
How many volunteers do I need for an aquathlon?: The exact number depends on the course and participant count, but plan separate coverage for registration, swim safety, transition, run-course points and timing. Finalise the volunteer schedule at least 1 week before race day.

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.