Open Water Swimming Competition Checklist

Use this checklist to organise an open water swimming competition in a clear order, from securing the venue and permit to preparing the course and briefing swimmers. Safety needs decisions early: measure the course, write the safety plan, check insurance and arrange water management before registrations open. In the final week, confirm medical information, volunteers, weather conditions and start lists. On race day, allow time to position buoys, barriers, tents and rescue equipment before participants arrive.

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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

Confirm the competition venue
2 people
Apply for competition permit
Prepare safety plan
2 people
Carry out course measurements
3 people
Inform pool or water management
Check insurance
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Invite volunteers
2 people
Make reservations
Send participant confirmations
Prepare start lists
2 people
Assign volunteers
2 people
Check medical information
2 people
Monitor the weather forecast
Inspect the course again
3 people
Write the competition briefing
Prepare race numbers
2 people
Order prizes and medals
Check the shopping list
Do the shopping
2 people
Fill coolers
2 people
Collect materials
3 people
Mark off the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Set up the sound system
2 people
Set out the course
5 people
Anchor buoys
4 people
Mark the finish area
3 people
Check safety boats
3 people
Set out first aid supplies
2 people
Check water quality
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Escort the changing room
2 people
Give participant briefing
2 people
Check the starting order
2 people
Start the competition
4 people
Monitor the course
6 people
Record split times
3 people
Register finishers
4 people
Receive finishers
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Process results
3 people
Prepare the awards ceremony
2 people
Present prizes
3 people
Inform participants
2 people
Turn on audience lighting
2 people
Serve evening catering
4 people
Complete water safety
3 people
See participants off
2 people

Aftercare

Dismantle the course
5 people
Clean buoys and lines
3 people
Take down tents and furniture
5 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Store materials dry
3 people
Return rented materials
2 people
Publish results
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 40
Changing room screensqty 4
Clothes racksqty 4
Waste binsqty 8

Sports equipment

Round course buoysqty 12
Starting buoy
Finish arch
Course Linesqty 4
Anchoring weightsqty 12
Bib numbersqty 150
Waterproof markersqty 12
Swim capsqty 150
Wristbandsqty 180
Life ringsqty 8
Rescue linesqty 6
Paddlesqty 8
Game clocksqty 4
Stopwatchesqty 8
Measuring tapesqty 2
Traffic conesqty 20
Crowd control barriersqty 12
Brushesqty 4

Equipment

Walkie-Talkiesqty 6
Walkie-talkiesqty 10
Mobile sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Laptopqty 2
Printersqty 2
Thermometersqty 2
Water quality test kit
Megaphonesqty 2

Lighting

Work lightsqty 6
String lightsqty 4
Rechargeable lampsqty 8

Tableware

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Coffee cupsqty 80
Pouring jugsqty 12
Thermos flasksqty 6
Serving plattersqty 12

Kitchen

Coolersqty 8
Gas barbecueqty 2
Gas cylindersqty 4
Cutting boardsqty 6
Chef's knifeqty 6
Pliersqty 6
Serving spoonsqty 8
Food warmersqty 6
Kettlesqty 3
Ice packsqty 40
Cratesqty 20

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Litter pickersqty 4
Cleaning clothsqty 30

Safety

First aid kitsqty 2
Emergency blanketsqty 20
Disposable glovesqty 4
Fire extinguishersqty 2
Safety vestsqty 20
Flashlightsqty 10

Decorations

Competition flagsqty 12
Directional arrowsqty 20
Information boardsqty 10
Whiteboardsqty 3

Catering

Medalsqty 30
Trophiesqty 6
Groceries

Tips

Start the permit and safety work before publishing registration. Confirm the venue, measure the course and agree water-management arrangements early enough to change the route if approval or safety checks raise an issue.
Set a clear registration deadline at least 7 days before race day. That leaves time to process entries, check medical information, collect dietary requirements and send participant confirmations.
Plan volunteer cover by role, not just by headcount. Assign people to registration, course supervision, timing, water rescue, start and finish areas, and give each team a walkie-talkie or another reliable communication method.
Recheck the course and weather forecast 24–48 hours before the event. Confirm that the starting buoy, round-course buoys, course lines, anchoring weights and rescue equipment are present and usable before loading the site.
Prepare the participant flow before the first swimmer arrives. Set up changing-room screens, clothes racks, bib numbers, swim caps, wristbands, the briefing area and finish timing equipment in separate, clearly marked zones.

Frequently asked questions

How far in advance should I organise an open water swimming competition?: Begin venue confirmation, permit applications and the safety plan at least 8–12 weeks before race day. Open registration only after the course, insurance and water-management arrangements are sufficiently clear.
When should registration close for an open water swimming competition?: Close registration about 7 days before the competition. Use the final week to prepare start lists, race numbers, confirmations, medical checks and volunteer assignments.
How many volunteers do I need for an open water swimming competition?: The number depends on the course and field size, but assign at least one responsible person to every critical area: registration, start, finish, timing, course supervision and safety. Finalise the roster 5–7 days before race day so every position has cover.
When should I check the weather and inspect the swimming course?: Check the forecast daily during the final 3 days and make a formal go/no-go review 24–48 hours before the event. Inspect the course again then, including buoy anchoring, rescue lines, access points and the finish area.

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