New Year's Dive Checklist

A New Year's dive needs more than a meeting point and a countdown. You need to confirm the beach, check permits, plan for changing weather, and organise volunteers before registrations open. This checklist takes you from the first date decision to the final inspection, with safety equipment, warm drinks, changing areas, lighting, and crowd control covered. Use the timeline to avoid leaving participant information, deliveries, or the weather decision until the last day.

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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

Record date and times
2 people
Confirm beach location
2 people
Check permit requirements
Prepare safety plan
3 people
Record the weather scenario
2 people
Recruit volunteers
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Assign volunteers
2 people
Prepare briefing
Make reservations
Check first aid supplies
2 people
Check the weather forecast
Print final run sheet
Do the shopping
3 people
Prepare hot drinks
2 people
Portion snacks
3 people
Collect materials
3 people
Fill coolers
2 people
Check route to venue
Inspect venue
3 people
Receive deliveries
2 people
Cordon off the area
4 people
Clear emergency exits
2 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
4 people
Set up dressing room
4 people
Set up the registration table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Place safety materials
3 people
Test the PA equipment
2 people
Brief volunteers
3 people

Event

Open registration
3 people
Welcome participants
2 people
Hand out wristbands
2 people
Escort the changing room
4 people
Give safety instructions
2 people
Guide participants to water
6 people
Supervise the New Year swim
8 people
Guide participants out of the water
8 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Inform participants
2 people
Guide the photo moment
2 people
Collect waste immediately
3 people
Tidy up the dressing room
3 people
See off the last participants
2 people

Aftercare

Catering breakdown
4 people
Collect tableware
3 people
Clear tables and chairs
4 people
Take down party tents
6 people
Remove safety equipment
3 people
Sort and dispose of waste
4 people
Clean the beach
6 people
Load materials
4 people
Carry out the final site inspection
2 people
Wash dishes
3 people
Clean materials
3 people
Empty and dry coolers
2 people
Bundle return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost property
Respond to participant messages
Safely store photos
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 and exact start times before sending invitations, then confirm the beach location and any permit requirements before opening registration. A public beach may need approval even for a short gathering.
Build the safety plan around the actual swim area and weather scenarios. Assign volunteers to clear roles, prepare a briefing, and provide communication equipment so instructions can reach people at the shoreline and on land.
Open registration early enough to process entries and collect dietary requirements before shopping. Send participant information with the route, arrival instructions, changing arrangements, and what to expect in cold or poor weather.
Prepare the shore for wet, dark conditions: place non-slip mats at changing areas, use barriers and warning signs to control movement, and check that lights, extension cords, and power strips are safely positioned.
Finish the run sheet after the forecast check, not before it. On the final day, inspect the venue, receive deliveries, fill coolers, prepare hot drinks and snacks, and verify first aid and water-rescue equipment before participants arrive.

Frequently asked questions

How far in advance should I organise a New Year's dive?: Start at least 8 to 12 weeks ahead if you need a beach permit, reservations, volunteers, and participant registration. Confirm the location and permit requirements first, then allow several weeks to process registrations and send final information.
What safety equipment do I need for a New Year's dive?: Plan first aid kits, life rings, throw lines, safety vests, flashlights, warning signs, barriers, traffic cones, and non-slip mats. Check every item at least 7 days before the dive and again during the final venue inspection.
When should I check the weather for a New Year's dive?: Record the weather scenarios when you make the safety plan, then check the forecast 48 to 72 hours before the event. Make the final go-ahead decision early enough to inform registered participants and volunteers before they travel.
How much hot drink should I prepare for a New Year's dive?: Plan at least one hot drink per participant immediately after the swim, with extra servings for volunteers and delays. Prepare the kettles and thermos flasks on the event day and keep additional hot water available if the weather is cold.

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.