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What you need for an open-water race

An open-water race needs more than swim caps and a finish line. You need clearly marked boundaries, visible safety equipment, reliable communication and a way to record every result. This shopping list covers the items that are easy to overlook until race morning, including spare batteries, charging equipment, reusable serving supplies and cooling equipment. Check quantities against your number of swimmers, volunteer stations and expected finishers before you shop.

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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 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
    • Spa Blauw - 240 bottles
    • Spa Red - 60 bottles
    • Cola - 12 bottles
    • Cola Zero - 12 bottles
    • Orange soda - 8 bottles
    • Iced tea - 8 bottles
    • Isotonic sports drink - 120 bottles
    • Coffee - 4 packs
    • Tea - 2 boxes
    • Sugar - 2 kilos
    • Milk - 8 liters
    • Oat milk - 4 liters
    • Stir sticks - 250 pieces
    • Napkins - 500 pieces
    • Whole wheat bread - 12 loaves
    • White rolls - 120 pieces
    • Cheese - 5 kilos
    • Ham - 3 kilos
    • Hummus - 2 kilos
    • Peanut butter - 3 jars
    • Jam - 3 jars
    • Butter - 2 kilos
    • Cucumbers - 20 pieces
    • Tomatoes - 4 kilos
    • Bananas - 12 kilo
    • Apples - 12 kilos
    • Grapes - 6 kilos
    • Muesli bars - 180 pieces
    • Paprika chips - 12 bags
    • Plain chips - 12 bags
    • Nut bars - 60 pieces
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Table herbs - 2 pots
    • Coffee creamer - 2 packs
    • Trash bags - 100 pieces
    • Paper towels - 12 rolls
    • Toilet paper - 48 rolls
    • Dish soap - 4 bottles
    • All-purpose cleaner - 4 bottles
    • Hand soap - 6 bottles
    • Hand sanitizer - 6 bottles
    • Aluminum foil - 4 rolls
    • Plastic wrap - 4 rolls

Tips

  • Plan one visible swim cap and bib number for every participant, plus a small number of spares for damaged or missing items. Keep wristbands sorted with the registration materials so distribution does not slow down check-in.
  • Use enough competition buoys to make the route clear from the water, especially at turns and the finish approach. Check the full course before race day rather than discovering a missing marker after swimmers have started.
  • Prepare safety equipment for every rescue position, not just for the main start area. Life rings, rescue boards, paddles, whistles, safety vests and lifeboats should be assigned and checked before volunteers take their places.
  • Bring a complete power and charging setup for timing and communication: extension cords, power strips, batteries and mobile chargers. Charge tablets, walkie-talkies and stopwatches in advance, and keep spare batteries available on race day.
  • Pack the finish and refreshment area separately so it can be set up quickly. Count reusable cups, plates and cutlery for the expected crowd, then fill the coolers close to the start time rather than leaving drinks warm for hours.

Frequently asked questions

What safety equipment do I need for an open-water race?
Plan life rings, rescue boards, paddles, whistles, safety vests and lifeboats for the course and rescue team. Assign each item to a specific position and check it before the first swimmer enters the water.
How many swim caps and bib numbers should I buy?
Buy one swim cap and bib number per registered swimmer, plus at least 5% spare stock for lost, damaged or incorrectly issued items. Keep extra wristbands available if they are used for access or identification.
What timing equipment is needed for an open-water race?
Use a timing system supported by stopwatches and tablets, with walkie-talkies for communication between the start, course and finish. Charge all devices the day before and pack spare batteries and mobile chargers.
When should I prepare the race shopping and coolers?
Complete the main shopping at least 2 to 3 days before the race so missing equipment can still be replaced. Fill the coolers on race morning, shortly before setup, to keep drinks cold without storing them outside for too long.

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