What you need for an ice swimming race

An ice swimming race needs more than swim markers and bib numbers. You need clearly separated start and finish points, reliable communication, equipment for measuring water conditions, and enough safety gear for every point on the course. Plan the changing area and warm-up supplies just as carefully: clothes racks, benches, emergency blankets, hot drinks and food warmers are easy to arrange too late. Use this shopping list alongside your participant numbers and course layout so you can check quantities before deliveries arrive.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 40
Clothes racksqty 6
Changing benchesqty 8
Crowd control barriersqty 12

Sports equipment

Competition buoysqty 20
Start and finish ribbonqty 2
Bib numbersqty 60
Safety buoysqty 6
Life ringsqty 4
Throw linesqty 4
Thermal labelsqty 60
Competition medalsqty 12
Stopwatchesqty 4
Waterproof clipboardsqty 4
Waterproof walkie-talkiesqty 6
Measuring tape
Water thermometerqty 2
Water quality test kit

Safety

First aid kitqty 2
Emergency blanketsqty 20
Flashlightsqty 6
Safety vestsqty 12
Warning signsqty 8

Equipment

Extension cord reelsqty 3
Kettlesqty 3
Food warmersqty 3
Coolersqty 4
Thermos flasksqty 8
Portable speaker

Lighting

LED lampsqty 10
String lightsqty 6

Tableware

Reusable cupsqty 100
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Soup potsqty 3
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Coffee filtersqty 100

Cleaning

Cleaning bucketsqty 4
Mop setsqty 3
Hand broomsqty 3
Tea towelsqty 20

Catering

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemonade syrup - 2 bottles
- Sports drink - 60 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 3 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Honey - 2 jars
- Instant vegetable soup - 6 packs
- Vegetable stock - 2 packs
- Salt - 1 pack
- Black pepper - 1 jar
- White casinobread - 12 loaves
- Wholemeal sandwich bread - 8 loaves
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Vegetarian spread - 8 tubs
- Hummus - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 packs
- Muesli bars - 60 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Cookies - 8 packs
- Ice cubes - 10 bags
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Cleaning wipes - 4 packs

Tips

Plan at least one safety buoy and one life ring for each staffed section of the course, with throw lines placed where rescuers can reach them quickly. Add extra safety equipment if the course has blind spots or a long distance between officials.
Prepare one bib number and one thermal label per participant, plus spares for damaged or missing numbers. Keep the numbers dry in waterproof storage and sort them before registration opens.
Set up one waterproof clipboard and one waterproof walkie-talkie for each key official or safety post. Test every radio before the race and agree on a short emergency call procedure.
Provide changing benches and clothes racks for the expected field, then add a separate dry area for emergency blankets. Cold, wet clothing quickly becomes a problem when many swimmers finish within a few minutes.
Stock enough thermos flasks, kettles, coolers and food warmers for the full event period, not just the race itself. Put hot drinks and warm food where finishers can reach them without crossing the competition area.

Frequently asked questions

How many bib numbers do I need for an ice swimming race?: Buy one bib number per registered swimmer and keep at least 5% extra as spares. For 100 swimmers, that means 105 bib numbers, with matching thermal labels if labels are used.
How many life rings and throw lines are needed?: Provide at least one life ring and one throw line at every staffed safety point, plus equipment at the start and finish areas. Check the final placement during the venue inspection at least one day before the race.
What safety equipment should I buy for an ice swimming race?: Plan for life rings, throw lines, safety buoys, emergency blankets, a first aid kit, flashlights, safety vests and warning signs. Test radios, flashlights and measuring equipment before setup, preferably 24 hours before the event.
How much hot drink equipment do I need for the finish area?: Allow enough thermos flask capacity for at least one hot drink per participant immediately after finishing, with additional capacity for officials and helpers. Prepare kettles and food warmers before the first swimmers leave the water.

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