How to organise an Eleven Cities Swim Tour

An Eleven Cities Swim Tour needs more than a marked swimming route. Start with permits, water safety and traffic measures, then secure the start and finish locations before opening registration. After that, build the volunteer roster, assign timing and judging roles, and send participants precise instructions. The final week is for checking water quality, weather, equipment, numbers and power so the event can run safely from first swimmer to final finish.

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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
Apply for a permit
2
Set route and swim lanes
3 people
3
Prepare a water safety plan
3 people
4
Create first aid and emergency plan
2 people
5
Reserve safety equipment
6
Reserve start and finish location
7
Arrange judging and timing
2 people
8
Publish registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Coordinate traffic measures
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Recruit volunteers
3 people
15
Assign volunteers
2 people
16
Check participant list
2 people
17
Assign start numbers
2 people
18
Send participant information
19
Check the weather forecast
20
Check water quality
2 people
21
Inventory supplies
2 people
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Sort bib numbers
2 people
25
Prepare route signs
2 people
26
Fill coolers
3 people
27
Set out coffee and tea
2 people
28
Mark off the starting area
4 people
29
Cord off the finish area
4 people
30
Set up tents
6 people
31
Set up tables and chairs
4 people
32
Put out buoys
6 people
33
Check lifeline
3 people
34
Launch lifeboats
6 people
35
Set up the first aid station
2 people
36
Set up the registration table
2 people
37
Test time tracking
2 people
38
Test the PA system
2 people
39
Brief volunteers
4 people

Event

40
Receive participants
4 people
41
Hand out race numbers
3 people
42
Give the start briefing
3 people
43
Start swimming event
4 people
44
Guide the swim route
8 people
45
Crew the lifeboats
8 people
46
Record split times
4 people
47
Count participants
4 people
48
Hand out water and sports drinks
5 people
49
Refill drinks
3 people
50
Serve snacks
4 people
51
Register finishers
4 people
52
Present medal
3 people
53
Escort the changing room
2 people
54
Provide first aid
3 people
55
Inform the audience
2 people
56
Compile the results
2 people
57
Carry out award ceremony
3 people
58
Receive the last participants
4 people

Aftercare

59
Dismantle the finish area
5 people
60
Dismantle the start area
5 people
61
Collect the buoys and lines
6 people
62
Remove lifeboats from the water
6 people
63
Collect waste
5 people
64
Clean the grounds
4 people
65
Wash dishes
3 people
66
Empty and clean coolers
2 people
67
Sort borrowed materials
3 people
68
Return materials
3 people
69
Register lost property
70
Publish results
71
Share participant photos

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Changing room benchesqty 8
Clothes racksqty 6
Crowd control barriersqty 30
Waste binsqty 12

Sports equipment

Life ringsqty 12
Rescue linesqty 12
Route buoysqty 24
Lane ropesqty 6
Paddle boardsqty 4
Life boatsqty 4
Paddlesqty 8
Life jacketsqty 12
Wetsuitsqty 8
Swim capsqty 120
Bib numbersqty 120
Medal ribbonsqty 120
Finish timer
Stopwatchesqty 8
Countdown clickersqty 8
Water thermometersqty 3
Measuring tapesqty 3

Equipment

Walkie-talkiesqty 16
Walkie-talkie headsetsqty 16
Mobile chargersqty 8
Generator
Extension cordsqty 6
Power stripsqty 6
PA system
Microphonesqty 2
Megaphonesqty 4

Lighting

Work lightsqty 8
String lightsqty 6
Headlampsqty 12

Tableware

Reusable cupsqty 180
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 12
Ice containersqty 6
Serving jugsqty 8
Cutting boardsqty 6
Chef and serving knivesqty 8
Serving tongsqty 12
Thermos cupsqty 40
Water boilersqty 3
Handwash sinksqty 4
Towelsqty 24

Cleaning

Mop setsqty 4
Broom setsqty 4
Dustpan and brushqty 6
Cleaning spongesqty 12
Cleaning sprayqty 6
Rubber glovesqty 12
Litter pickersqty 6

Decorations

Route signsqty 24
Directional signsqty 16
Start and finish bannersqty 2
Flagsqty 20
Chalkboardsqty 4
Waterproof markersqty 12

Catering

Groceries

Tips

Start permit and safety planning first. Set the route and swim lanes, prepare the water safety plan, and complete the first aid and emergency plan before inviting participants; allow at least 8 weeks for approvals and coordination.
Do not open registration until the route and finish logistics are clear. Participants need start information, changing arrangements and dietary details, while you need enough time to process entries, assign bib numbers and check the final participant list.
Plan safety positions, not just safety equipment. Place life boats, paddle boards, rescue lines and life rings at defined points, give each team a walkie-talkie, and brief volunteers on who raises an emergency alert.
Treat timing as a separate workstream. Test the finish timer, stopwatches and countdown clickers before event day, then assign one person to timing and another to judging so results do not depend on a single operator.
Check the items people usually notice too late: route buoys, lane ropes, swim caps, changing benches, clothes racks, barriers and power. Test the generator, extension cords, power strips and mobile chargers at least 24 hours before the start.

Frequently asked questions

How long does it take to organise an Eleven Cities Swim Tour?: Allow at least 8 to 12 weeks for a small event, and longer if permits, traffic measures or several water authorities are involved. Start safety planning and location reservations first; registration and invitations should follow once those basics are confirmed.
When should I open registration for an Eleven Cities Swim Tour?: Open registration only after the route, swim lanes, start and finish locations, safety plan and participant capacity are agreed. A practical lead time is 4 to 6 weeks before the swim, leaving time to process registrations and send final participant information.
How many volunteers are needed for an Eleven Cities Swim Tour?: The number depends on the route and water-safety plan, but assign separate teams for water safety, first aid, registration, start, finish, timing, judging, traffic and refreshments. Finalise the roster at least 2 weeks before the event and give every volunteer a named position and communication method.
What should I check the day before the swim?: Check the weather forecast, water quality, route markings, safety equipment, participant list, bib numbers and power supply. Do the inventory and equipment test at least 24 hours beforehand, so missing items can still be replaced before the start.

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