How to organize an open water swim

An open water swim needs more than a marked course and a start time. Begin by securing a suitable swimming location, checking permits and building a safety plan before you open registration. Then set the route, arrange rescue equipment, group swimmers by ability or start time, and send clear participant information. On the day, allow time to inspect the venue, mark the course, set up shelter and tables, and keep refreshments cold and accessible.

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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
Reserve a swimming location
2
Set the swimming route
2 people
3
Check permits
4
Prepare safety plan
2 people
5
Reserve safety equipment
6
Publish registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm participants
2 people
11
Assign starter groups
2 people
12
Assign start numbers
2 people
13
Distribute the route map
14
Check the weather forecast
15
Send participant information
2 people
16
Confirm reservations
17
Do the shopping
3 people
18
Collect materials
3 people
19
Prepare race numbers
2 people
20
Prepare catering
3 people
21
Fill coolers
2 people
22
Inspect venue
2 people
23
Set up tents
4 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up the registration table
2 people
27
Set up the finish area
3 people
28
Set up the start and finish buoys
3 people
29
Set out route buoys
4 people
30
Position safety boats
4 people
31
Put up route signs
2 people
32
Set up the first aid area
2 people
33
Set up the changing area
2 people
34
Test sound system
2 people
35
Lay out bib numbers
2 people
36
Brief volunteers
3 people

Event

37
Open participant registration
4 people
38
Hand out race numbers
3 people
39
Hand out swim caps
2 people
40
Collect luggage
2 people
41
Serve coffee and tea
2 people
42
Give participant briefing
2 people
43
Set up starting groups
3 people
44
Start swimming event
3 people
45
Staff route checkpoint
4 people
46
Supervise safety boats
6 people
47
Count participants
2 people
48
Keep track of finish times
3 people
49
Hand out finisher medals
2 people
50
Distribute water and fruit
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Process results
2 people
54
Announce the results
2 people
55
Serve the hot meal
4 people
56
Clear away dishes
2 people
57
Collect waste
2 people
58
Check out participants
2 people

Aftercare

59
Remove buoys from the water
4 people
60
Return safety boats
4 people
61
Remove route signs
2 people
62
Take down tents
4 people
63
Clear tables and chairs
4 people
64
Wash dishes
3 people
65
Empty the coolers
2 people
66
Clean the venue
4 people
67
Dispose of waste
2 people
68
Sort materials
2 people
69
Return borrowed items
2 people
70
Publish results
71
Register lost and found items
72
Share participant photos
73
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Coat racksqty 2
Clothes racksqty 4
Storage boxesqty 12

Tableware

Reusable cupsqty 150
Platesqty 120
Bowlsqty 100
Cutlery setsqty 120
Coffee cupsqty 80
Serving traysqty 8

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 4
Sound system
Microphonesqty 2
First aid kitsqty 2
Digital thermometersqty 2
Mobile phoneqty 2

Sports equipment

Start and finish buoysqty 4
Route buoysqty 12
Swim capsqty 120
Finisher medalsqty 120
Race bib strapsqty 120
Stopwatchesqty 6
Counting framesqty 3
Life ringsqty 8
Rescue linesqty 4
Paddlesqty 8
Inflatable kayaksqty 4
Waterproof bagsqty 8
Waterproof walkie-talkiesqty 8
Thermal blanketsqty 30

Lighting

LED lampsqty 12
Extension cordsqty 6
Power stripsqty 4

Decorations

Route signsqty 14
Directional signsqty 10
Start/finish banner
Barrier tapeqty 6
Traffic conesqty 20
Ground pegsqty 30

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 6
Serving spoonsqty 8
Serving tongsqty 6
Ice packsqty 30
Jerry cansqty 6

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 3
Trash binsqty 8

Catering

Groceries

Tips

Confirm the location, permits and safety plan before publishing the registration form. A course that is not formally approved or safely supervised can force you to cancel after swimmers have registered.
Mark the route with start and finish buoys plus route buoys, and distribute a route map before the event. Send the final course information at least 3 days in advance so swimmers know the distance and landmarks.
Close registration early enough to process details properly. Allow at least 7 days to confirm participants, collect dietary requirements, assign start groups and prepare race numbers.
Plan safety cover around the course, not just at the start and finish. Position life rings, rescue lines, paddles and inflatable kayaks where the safety team can reach swimmers quickly, and brief every crew member before the first start.
Build a weather decision into the schedule and check the forecast 48 hours and again on the morning of the swim. Prepare waterproof bags for valuables, coolers for drinks, and tents or tables where swimmers can change, wait and collect food.

Frequently asked questions

How far in advance should I organize an open water swim?: Start planning at least 8 to 12 weeks ahead. Secure the swimming location, permits and safety arrangements first; registration and participant communications can follow once those are confirmed.
How do I plan safety for an open water swim?: Create a written safety plan covering the route, swimmer numbers, weather limits, communication and rescue positions. Brief the safety team on the day and place rescue equipment along the course, not only at the shore.
When should I send open water swim information to participants?: Send the route map, start instructions, equipment guidance and arrival details at least 3 days before the swim. Send a final weather and safety update 24 hours before the start if conditions may change.
How many start groups should an open water swim have?: Use as many groups as needed to prevent overcrowding at the start and first turn. A practical approach is to group swimmers by pace or experience and leave 2 to 5 minutes between starts, adjusting for course width and swimmer numbers.

Start this plan in Lizzt

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