How to organize a New Year's dive

A New Year's dive needs more than a meeting point and a countdown. Start by securing the beach location, checking permit requirements, and writing a safety plan before opening registration. Then collect participant details, prepare volunteers, and set a clear weather decision point. On the day, the practical work is just as important: inspect the venue, check first aid equipment, provide changing areas and hot drinks, and keep the route and water entry clearly controlled.

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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
Record date and times
2 people
2
Confirm beach location
2 people
3
Check permit requirements
4
Prepare safety plan
3 people
5
Record the weather scenario
2 people
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Send participant information
2 people
12
Assign volunteers
2 people
13
Prepare briefing
14
Make reservations
15
Check first aid supplies
2 people
16
Check the weather forecast
17
Print final run sheet
18
Do the shopping
3 people
19
Prepare hot drinks
2 people
20
Portion snacks
3 people
21
Collect materials
3 people
22
Fill coolers
2 people
23
Check route to venue
24
Inspect venue
3 people
25
Receive deliveries
2 people
26
Cordon off the area
4 people
27
Clear emergency exits
2 people
28
Build party tents
6 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up dressing room
4 people
32
Set up the registration table
2 people
33
Set up the catering table
3 people
34
Chill drinks
2 people
35
Set out coffee and tea
2 people
36
Set out snacks
3 people
37
Place safety materials
3 people
38
Test the PA equipment
2 people
39
Brief volunteers
3 people

Event

40
Open registration
3 people
41
Welcome participants
2 people
42
Hand out wristbands
2 people
43
Escort the changing room
4 people
44
Give safety instructions
2 people
45
Guide participants to water
6 people
46
Supervise the New Year swim
8 people
47
Guide participants out of the water
8 people
48
Serve hot drinks
3 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Inform participants
2 people
52
Guide the photo moment
2 people
53
Collect waste immediately
3 people
54
Tidy up the dressing room
3 people
55
See off the last participants
2 people

Aftercare

56
Catering breakdown
4 people
57
Collect tableware
3 people
58
Clear tables and chairs
4 people
59
Take down party tents
6 people
60
Remove safety equipment
3 people
61
Sort and dispose of waste
4 people
62
Clean the beach
6 people
63
Load materials
4 people
64
Carry out the final site inspection
2 people
65
Wash dishes
3 people
66
Clean materials
3 people
67
Empty and dry coolers
2 people
68
Bundle return materials
2 people
69
Return borrowed items
2 people
70
Store leftover stock
2 people
71
Register lost property
72
Respond to participant messages
73
Safely store photos
74
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Changing room screensqty 8
Coat racksqty 4
Clothes racksqty 6
Waste binsqty 8

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile chargersqty 4
Walkie-talkiesqty 8
Megaphonesqty 2
Thermos flasksqty 8
Kettlesqty 3
Coolersqty 6
Handheld camera

Lighting

LED work lightsqty 6
String lightsqty 4
Battery lampsqty 10

Safety

First aid kitsqty 2
Life ringsqty 4
Throw linesqty 4
Safety vestsqty 15
Flashlightsqty 8
Crowd control barriersqty 20
Traffic conesqty 16
Warning signsqty 8
Non-slip matsqty 12
Emergency blanketsqty 20
Fire extinguishersqty 2

Decorations

New Year flagsqty 12
Buntingqty 8
Welcome sign
Information boardsqty 6
Directional signsqty 10
Balloon archesqty 2
Tableclothsqty 8

Tableware

Reusable mugsqty 180
Reusable cupsqty 180
Reusable platesqty 180
Reusable cutleryqty 180
Serving spoonsqty 8
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Kitchen tongsqty 6
Measuring cupsqty 3
Food containersqty 12
Cooling matsqty 12

Cleaning

Mop setsqty 3
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Hand broomsqty 6

Registration

Registration tablesqty 2
Registration foldersqty 4
Pensqty 30
Clipboardsqty 12
Wristbandsqty 250
Bib numbersqty 250
Cash drawer

Catering

Groceries

Tips

Set the date, meeting time, dive time, and finish time first, then confirm the beach location and permit requirements before sending invitations. A public beach may require approval even for a small group.
Choose a weather decision deadline, such as 24 hours before the dive, and communicate what happens if conditions change. Check the forecast again on the morning itself rather than relying on the earlier decision.
Close registration early enough to process names, dietary requirements, and emergency information. Send participant instructions at least 48 hours before the event, including arrival time, route, changing arrangements, and what to bring.
Assign volunteers to specific jobs instead of asking for general help. You need named people for registration, the safety briefing, water-side supervision, first aid, refreshments, and crowd or traffic control.
Prepare the warm-up area before participants arrive: set up tents, changing screens, lighting, hot drinks, snacks, waste bins, and non-slip mats. Check radios, extension leads, lamps, and first aid supplies during the venue inspection, not after the first swimmers enter the water.

Frequently asked questions

How far in advance should I plan a New Year's dive?: Start at least 6 to 8 weeks ahead. That gives you time to confirm the beach, check permits, recruit volunteers, open registration, and prepare a weather and safety procedure.
How many volunteers do I need for a New Year's dive?: Plan for at least 1 volunteer for registration, 1 for the briefing, 2 for water-side supervision, and 1 first-aid lead. Add people for refreshments, changing areas, and traffic control as attendance increases.
When should I check the weather for a New Year's dive?: Make an initial check about 7 days before the event, set a final go-or-cancel decision 24 hours ahead, and check again on the morning. Record the forecast and communicate any change immediately.
What should participants receive before the New Year's dive?: Send the final information at least 48 hours beforehand. Include the exact meeting point, arrival time, route, registration process, water-entry instructions, changing arrangements, weather policy, and emergency contact details.

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.