How to organise an aquathlon from first planning to finish

An aquathlon needs more than a swimming area and a running route. Start by fixing the date and location, then build the swim and run courses around safety, permits and traffic requirements. Registration, volunteer assignments and first-aid cover should be arranged before you publish the event details. In the final week, check the weather, print the start list, sort bib numbers and wristbands, and prepare the transition area so participants can move from water to run without confusion.

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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 swim and run course
3 people
3
Check permits
2 people
4
Check insurance
5
Reserve a swimming location
6
Create bib numbers and schedule
2 people
7
Open registration form
8
Send invitations
2 people
9
Recruit volunteers
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm participants
13
Assign volunteers
2 people
14
Arrange first aid staffing
15
Coordinate pool rules
2 people
16
Coordinate traffic measures
2 people
17
Make route map
2 people
18
Check the weather forecast
19
Send participant information
2 people
20
Print start list
21
Sort wristbands
2 people
22
Sort bib numbers
2 people
23
Prepare medal winners
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Load materials
3 people

Event

28
Open venue
2 people
29
Check swimming safety
3 people
30
Set out the course
6 people
31
Set up the start and finish arch
4 people
32
Set up tables and chairs
4 people
33
Set up registration desk
2 people
34
Set up the catering buffet
3 people
35
Test sound system
2 people
36
Set out first aid supplies
2 people
37
Synchronize match clocks
2 people
38
Brief volunteers
3 people
39
Check changing rooms
2 people
40
Staff the registration desk
3 people
41
Hand out race numbers
3 people
42
Guide participants to the start
4 people
43
Give participant briefing
3 people
44
Supervise the swimming event
8 people
45
Guard the transition area
4 people
46
Guide runners along the course
8 people
47
Record times
3 people
48
Refill drinks
2 people
49
Staff the water station
4 people
50
Staff the first aid station
2 people
51
Receive finishers
4 people
52
Hand out towels
2 people
53
Serve fruit and snacks
3 people
54
Serve coffee and tea
2 people
55
Check results
2 people
56
Set out prizes and medals
2 people
57
Support awards ceremony
3 people
58
Check out the last participants
2 people
59
Store leftovers refrigerated
2 people
60
Clear the course
4 people
61
Close the swimming area
2 people

Aftercare

62
Collect waste
4 people
63
Clear tables and chairs
4 people
64
Gather course materials
5 people
65
Wash dishes
3 people
66
Clean changing rooms
3 people
67
Clean the catering area
3 people
68
Take down the sound system
2 people
69
Conduct the final venue check
2 people
70
Return materials
3 people
71
Return borrowed items
2 people
72
Publish results
73
Thank participants
2 people
74
Inform suppliers
75
Handle lost property

What to bring

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

Furniture

Party tentsqty 3
Registration tablesqty 3
Buffet tablesqty 4
Foldable tablesqty 8
Folding chairsqty 60
Changing room benchesqty 8
Waste binsqty 8

Sports equipment

Competition swim gogglesqty 6
Swimming lanesqty 6
Swim lane reelsqty 2
Traffic conesqty 30
Route arrowsqty 20
Crowd barriersqty 12
Barrier tapeqty 6
Water station tablesqty 3
Reusable drink cupsqty 150
Starting blocksqty 4
Transition zone binsqty 30
Stopwatchesqty 8
Timekeeping clocksqty 3
Whistlesqty 10
Safety vestsqty 20
Course signsqty 12
Towelsqty 120
First aid kitsqty 2
Emergency blanketsqty 20
Ice packsqty 20

Equipment

Speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Power banksqty 6
Walkie-talkiesqty 10
Laptopsqty 2
Printers

Tableware

Coffee potsqty 4
Thermos flasksqty 6
Reusable mugsqty 120
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving Cupsqty 8

Decorations

Start and finish arch
Buntingqty 8
Sponsor bannersqty 6
Stage blocksqty 3

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Ice packsqty 30
Hot holding containersqty 4

Catering

Bib numbersqty 130
Wristbandsqty 130
Medalsqty 120
Winner's cupsqty 6
Groceries

Tips

Set the swim and run courses before opening registration. Measure the distances, mark the transition zone, and create a route map that shows every turn, water station and restricted area.
Check permits, insurance, pool rules and traffic measures early. Allow at least 6–8 weeks for approvals or changes, especially if the run course crosses roads or uses public space.
Plan volunteers by position rather than by general headcount. Assign separate people to registration, swim supervision, transition, route control, water stations and timing, with a named backup for each critical post.
Send participant information at least 7 days before the aquathlon. Include arrival time, parking or access instructions, swim rules, course maps, transition procedures, what to bring and the deadline for reporting dietary requirements.
Treat the final setup as a timed sequence: place signs and barriers first, prepare registration tables and bibs, check stopwatches and timing clocks, test the microphone, and chill drinks before participants arrive.

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 weeks for the date, venue, courses, permits and insurance, then open registration once the safety plan is workable.
How many volunteers do I need for an aquathlon?: For a small aquathlon, plan on at least 1 volunteer at registration, 2–3 for swim supervision, 2 for the transition area, 1 at each important route junction, and 1 person for timing and results. Add backups for roles that cannot be left unattended.
When should I send aquathlon participant information?: Send the main information 7–10 days before the event, then send a short weather and final-arrival update 24 hours beforehand. Close dietary-requirement collection early enough to shop and prepare food without last-minute changes.
What should I check on aquathlon race day?: Check the swim lanes, starting blocks, transition bins, route arrows, traffic cones, barriers, water station tables, first-aid cover and timing equipment before registration opens. Allow at least 90 minutes for setup and a second course walk before the first start.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.