How to organise an open water swimming competition

Start with the venue, permit requirements and a safety plan before opening registration. Measure the course, confirm water management arrangements and check insurance early, because these approvals can determine whether the event can go ahead. Once the route and safety setup are clear, build the start lists, assign volunteers and prepare participant information. In the final week, monitor the forecast, inspect the course again and check every timing, communication and rescue item.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm the competition venue
2 people
2
Apply for competition permit
3
Prepare safety plan
2 people
4
Carry out course measurements
3 people
5
Inform pool or water management
6
Check insurance
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Invite volunteers
2 people
12
Make reservations
13
Send participant confirmations
14
Prepare start lists
2 people
15
Assign volunteers
2 people
16
Check medical information
2 people
17
Monitor the weather forecast
18
Inspect the course again
3 people
19
Write the competition briefing
20
Prepare race numbers
2 people
21
Order prizes and medals
22
Check the shopping list
23
Do the shopping
2 people
24
Fill coolers
2 people
25
Collect materials
3 people
26
Mark off the venue
3 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Set up the catering table
3 people
31
Set up the sound system
2 people
32
Set out the course
5 people
33
Anchor buoys
4 people
34
Mark the finish area
3 people
35
Check safety boats
3 people
36
Set out first aid supplies
2 people
37
Check water quality
2 people

Event

38
Register participants
4 people
39
Hand out race numbers
3 people
40
Escort the changing room
2 people
41
Give participant briefing
2 people
42
Check the starting order
2 people
43
Start the competition
4 people
44
Monitor the course
6 people
45
Record split times
3 people
46
Register finishers
4 people
47
Receive finishers
3 people
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Process results
3 people
52
Prepare the awards ceremony
2 people
53
Present prizes
3 people
54
Inform participants
2 people
55
Turn on audience lighting
2 people
56
Serve evening catering
4 people
57
Complete water safety
3 people
58
See participants off
2 people

Aftercare

59
Dismantle the course
5 people
60
Clean buoys and lines
3 people
61
Take down tents and furniture
5 people
62
Collect waste
4 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Store materials dry
3 people
66
Return rented materials
2 people
67
Publish results
68
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 40
Changing room screensqty 4
Clothes racksqty 4
Waste binsqty 8

Sports equipment

Round course buoysqty 12
Starting buoy
Finish arch
Course Linesqty 4
Anchoring weightsqty 12
Bib numbersqty 150
Waterproof markersqty 12
Swim capsqty 150
Wristbandsqty 180
Life ringsqty 8
Rescue linesqty 6
Paddlesqty 8
Game clocksqty 4
Stopwatchesqty 8
Measuring tapesqty 2
Traffic conesqty 20
Crowd control barriersqty 12
Brushesqty 4

Equipment

Walkie-Talkiesqty 6
Walkie-talkiesqty 10
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Laptopqty 2
Printersqty 2
Thermometersqty 2
Water quality test kit
Megaphonesqty 2

Lighting

Work lightsqty 6
String lightsqty 4
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Coffee cupsqty 80
Pouring jugsqty 12
Thermos flasksqty 6
Serving plattersqty 12

Kitchen

Coolersqty 8
Gas barbecueqty 2
Gas cylindersqty 4
Cutting boardsqty 6
Chef's knifeqty 6
Pliersqty 6
Serving spoonsqty 8
Food warmersqty 6
Kettlesqty 3
Ice packsqty 40
Cratesqty 20

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Litter pickersqty 4
Cleaning clothsqty 30

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Disposable glovesqty 4
Fire extinguishersqty 2
Safety vestsqty 20
Flashlightsqty 10

Decorations

Competition flagsqty 12
Directional arrowsqty 20
Information boardsqty 10
Whiteboardsqty 3

Catering

Medalsqty 30
Trophiesqty 6
Groceries

Tips

Allow at least 6–8 weeks for venue confirmation, permits, insurance and water-management arrangements. Do not publish registration until you know the course and safety requirements can be met.
Measure the course before setting race distances or preparing start lists. Record the route, starting point, finish point and buoy positions, then inspect the course again during the final week.
Plan volunteer coverage by role, not just by headcount. Assign named people to safety, registration, start and finish, timing, participant support and radio communication, with replacements for key positions.
Send participant confirmations several days before the competition and include the arrival time, start procedure, race number, swim cap, briefing details and what to do if weather conditions change.
Pack and test equipment before race day: check stopwatches, game clocks, walkie-talkies, the microphone, mobile sound system, rescue lines and life rings. Keep waterproof markers, spare bib numbers and extension cords together so they are not searched for during setup.

Frequently asked questions

How long does it take to organise an open water swimming competition?: Allow at least 6–8 weeks for a small competition, and longer if permits or water-management approval are required. Start safety planning and insurance checks before opening registration.
When should I publish registration for an open water swimming competition?: Publish registration only after the venue, course outline and safety requirements are confirmed. A practical point is 4–6 weeks before race day, leaving time to process entries and prepare start lists.
How many volunteers do I need for an open water swimming competition?: The number depends on the course, field size and safety plan, but assign one named person to every operational role and add backups for critical positions. Finalise assignments at least 7 days before the event.
When should I check the weather for an open water swimming competition?: Begin monitoring the forecast 7 days beforehand and review it daily during the final week. Make the final go/no-go and course inspection decision according to your safety plan as close to race day as your procedures allow.

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.