How to organise an aquathlon without missing the critical details

Organising an aquathlon starts with the course and safety plan, not the registration form. Confirm the date and venue, then map the swim and run sections, arrange permits and book the facilities and equipment you need. Once the route is fixed, collect participant and medical information, build the start heats and prepare race-day instructions. The final week is about checking weather, printing lists and signs, inspecting the venue and placing barriers, tables and safety equipment in the right positions.

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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
Set the swimming and running course
3 people
3
Prepare safety plan
3 people
4
Arrange permits and notifications
2 people
5
Make Changing Room Reservations
6
Make material reservation
7
Create registration form
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Check participant list
2 people
12
Arrange start heats
2 people
13
Assign start numbers
2 people
14
Check medical information
2 people
15
Check the weather forecast
16
Prepare the weather protocol
2 people
17
Print start list
18
Print route signs
19
Sort bib numbers
2 people
20
Collect materials
3 people
21
Do the shopping
2 people
22
Check sports equipment
3 people
23
Load fences and barriers
3 people
24
Inspect venue
3 people
25
Place the organizing table
2 people
26
Check changing rooms
2 people
27
Set out the swim course
4 people
28
Set out the course
4 people
29
Set up transition zone
4 people
30
Set up the start and finish arch
3 people
31
Set up signage
3 people
32
Set up tables and chairs
3 people
33
Set up tents
4 people
34
Set up registration desk
2 people
35
Lay out bib numbers
2 people
36
Set up water stations
3 people
37
Set out first aid supplies
2 people
38
Test communication devices
2 people
39
Give the safety briefing
8 people

Event

40
Take up volunteer stations
12 people
41
Receive participants
4 people
42
Hand out race numbers
3 people
43
Hand out swim caps
2 people
44
Guide participants to the start
3 people
45
Guide the swim start
6 people
46
Check the transition zone
3 people
47
Monitor the running course
8 people
48
Record times
3 people
49
Serve water and fruit
3 people
50
Refill drinks
2 people
51
Receive finishers
4 people
52
Check the final results
2 people
53
Present prizes
3 people
54
Serve snacks
3 people
55
Inform participants
2 people
56
Collect lost property
2 people

Aftercare

57
Dismantle competition equipment
4 people
58
Remove course markers
4 people
59
Collect waste
3 people
60
Wash dishes
3 people
61
Clear tables and chairs
3 people
62
Clean the venue
4 people
63
Load materials
4 people
64
Return rented materials
2 people
65
Send results and photos
2 people
66
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
High tablesqty 4
Coat racksqty 4
Storage cratesqty 12

Sports equipment

Lane ropesqty 8
Buoysqty 12
Swim capsqty 120
Bib numbersqty 120
Race bib strapsqty 120
Medal ribbonsqty 120
Stopwatchesqty 8
Stage cupsqty 12
Course tapeqty 10
Conesqty 40
Route signsqty 25
Directional signsqty 20
Crowd barriersqty 20
Traffic conesqty 20
Cable matsqty 8
Life ringsqty 6
Rescue linesqty 6
Whistlesqty 12
Life jacketsqty 12
Vestsqty 20
Course clocksqty 4

Equipment

Megaphoneqty 2
Walkie-talkiesqty 12
Power banksqty 6
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Microphoneqty 2
Laptop
Printer

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Pitcherqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Bottle openersqty 4
Serving traysqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Trash bagsqty 80
Broomqty 3
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Cleaning sprayqty 4
Paper towelsqty 12
Toilet paperqty 48

Catering

Groceries

Tips

Set the swim and run courses before opening registration. Participants need clear distances, start arrangements and transition information, while the safety team needs to know exactly where buoys, lane ropes, rescue lines and life rings will be positioned.
Build the safety plan around the water first. Assign people to specific observation points, confirm how they will communicate by walkie-talkie or whistle, and keep life jackets and rescue equipment accessible rather than stored in a vehicle or locked crate.
Close registration early enough to process medical details, dietary requirements and start heats. A practical deadline is 5–7 days before the event, leaving time to check the participant list, assign bib numbers and print the start list.
Treat the final week as a logistics check, not an admin catch-up. Confirm permits and reservations, check sports equipment, inspect the venue, and prepare route signs, directional signs, cones, barriers and cable mats before race morning.
Prepare for weather with a written decision point. Check the forecast 48 hours before the aquathlon and again on the morning, then make sure the weather protocol covers delays, course changes, shelter and how participants will be informed through the megaphone or signs.

Frequently asked questions

How far in advance should I organise an aquathlon?: Start planning at least 8–12 weeks before the event. Use the first 2–3 weeks to confirm the date, location, courses, permits and material reservations before sending invitations or opening registration.
When should aquathlon registration close?: Close registration 5–7 days before race day. This gives you time to review medical information, process dietary requirements, create start heats, assign numbers and print the final start list.
What safety equipment is needed for an aquathlon?: Plan water-safety equipment such as life rings, rescue lines, life jackets and whistles, plus communication equipment such as walkie-talkies. Position the equipment before participants arrive and check it during the venue inspection, ideally on the day before the event.
When should I prepare the aquathlon course?: Inspect the venue and prepare the course the day before where possible, then complete a final check 2–3 hours before the first start. Put out buoys, lane ropes, cones, route signs, barriers and cable mats only after confirming the final course and weather protocol.

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.