Open-Water Race Organisation Checklist

An open-water race needs more than a marked course and a start line. You need time to secure the venue, permits, water-quality checks, rescue cover and first-aid staffing before registration opens. This checklist also covers participant information, volunteer assignments, race equipment and final race-day checks. Use it to work backwards from race day so safety decisions are made early and small items such as wristbands, batteries and chargers do not delay the start.

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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

Define the competition concept
2 people
Reserve competition venue
Apply for permits
Have water quality checked
Develop safety plan
3 people
Reserve lifeboats
Arrange first aid staffing
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Assign start numbers
2 people
Assign volunteer roles
2 people
Send participant information
Check the route and buoys
3 people
Check the weather forecast
Inventory competition equipment
2 people
Check the shopping list
Do the shopping
2 people
Sort bib numbers and wristbands
2 people
Set out prizes and medals

Event

Fill coolers
2 people
Cordon off the area
4 people
Set up the registration tent
3 people
Set up tables and chairs
4 people
Set up the finish area
4 people
Set out buoys and line
5 people
Check lifeboats
3 people
Set up the first aid station
2 people
Test timekeeping
3 people
Test the PA system
2 people
Brief volunteers
3 people
Register participants
4 people
Hand out starter packs
3 people
Check badges and wristbands
2 people
Give the route briefing
2 people
Escort start groups to the start
4 people
Start the competition
4 people
Monitor the swim route
8 people
Register finishers
4 people
Process times
3 people
Provide blankets for finishers
2 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Check results
2 people
Support awards ceremony
3 people
Inform the public about the closure

Aftercare

Remove buoys and lines
5 people
Return rescue equipment
3 people
Dismantling tents and barriers
5 people
Wash the dishes and kitchenware
3 people
Collect waste
3 people
Clean the grounds
4 people
Put tables and chairs back
4 people
Publish results
Register lost and found items
Store equipment clean and dry
3 people
Return rental equipment
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 30
Waste binsqty 6

Sports equipment

Competition buoysqty 12
Start Line
Finish line
Life ringsqty 8
Rescue boardsqty 2
Life boatsqty 2
Paddlesqty 4
Bib numbersqty 150
Swim capsqty 150
Wristbandsqty 180
Safety vestsqty 12
Whistlesqty 15
First aid kitsqty 2
Emergency blanketsqty 30
Thermal labelsqty 20

Equipment

Timing system
Stopwatchesqty 6
Tabletsqty 3
Walkie-talkiesqty 12
Mobile chargersqty 6
PA system
Speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 30

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Coffee potsqty 4

Kitchen

Coolersqty 8
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Thermos bottlesqty 6

Decorations

Competition postersqty 12
Directional signsqty 10
Start and finish signqty 2
Prize tableclothqty 2

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Broomqty 3
Floor squeegeesqty 2
Bucketsqty 4
Microfiber clothsqty 12

Catering

Groceries

Tips

Start with the venue, permits and water-quality testing. Confirm these before publishing the registration form, because a delayed approval or failed water check can affect the entire race plan.
Build the safety plan around the course rather than adding rescue cover at the end. Mark buoy positions, confirm lifeboats and rescue boards, assign safety-vested volunteers and test walkie-talkies before race day.
Close registration early enough to create starter groups, bib numbers and swim-cap or wristband packs. Send participant information before the final week so dietary requirements and arrival questions are not left until setup.
Run a full equipment inventory at least 7 days before the race. Test the timing system, stopwatches, tablets, PA system and microphone, then charge mobile devices and replace missing batteries.
Use the final day for setup and verification, not planning. Check the weather forecast, route and buoys, place the start and finish lines, set out medals, fill coolers and confirm every volunteer knows their position and shift.

Frequently asked questions

How far in advance should I organise an open-water race?: Start venue reservations, permits and the water-quality check several months before race day. Begin volunteer recruitment and registration planning at least 6 to 8 weeks ahead, leaving the final 7 days for checks and packing.
What safety cover does an open-water race need?: The required cover depends on the route, field size and local rules, so confirm it with the relevant authority. Your safety plan should specify lifeboats, rescue boards, life rings, first-aid staffing, communication equipment and evacuation procedures before entries open.
When should I send open-water race information to participants?: Send the main participant information at least 7 days before the race, including arrival instructions, starter groups, bib numbers, course details and safety rules. Send any weather-related update on the day before or morning of the race.
What should I check on the morning of an open-water race?: Recheck the weather, water conditions, route and buoy placement before participants arrive. Then test timing and announcements, confirm volunteer positions, inspect rescue equipment and make sure bibs, swim caps, wristbands, coolers and first-aid supplies are ready.

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.