What you need for an open water swimming competition

An open water swimming competition needs more than buoys and swim caps. Your shopping list must cover course marking, swimmer identification, rescue equipment, timing, communications and a workable start and finish area. Plan quantities from the number of swimmers, course length and volunteer teams, then add spares for anything that can be lost or damaged in the water. Buy or reserve safety-critical equipment early, because replacements and delivery often take longer than expected.

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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
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Isotonic sports drink - 120 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Orange Soda - 12 liter
- Iced tea - 12 liters
- Coffee beans - 3 kilograms
- Black tea - 120 bags
- Herbal tea - 60 tea bags
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 6 packs
- Sugar - 3 kilograms
- Sweetener - 300 pieces
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Whole wheat bread - 20 loaves
- White Bread - 12 loaves
- Wholemeal rolls - 120 pieces
- White rolls - 80 pieces
- Mini croissants - 120 pieces
- Currant buns - 80 pieces
- Young cheese - 4 kilograms
- Hummus - 2 kilograms
- Chicken breast slices - 3 kilograms
- Cooked ham - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 kilograms
- Jam - 2 kilogram
- Butter - 2 kilograms
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Lettuce - 2 kilograms
- Peppers - 3 kilograms
- Apples - 15 kilogram
- Bananas - 12 kilograms
- Grapes - 8 kilograms
- Oranges - 10 kilograms
- Muesli bars - 200 pieces
- Energy bars - 150 pieces
- Currant buns - 80 pieces
- Plain chips - 20 bags
- Paprika chips - 20 bags
- Snacks - 12 bags
- Nut mix - 6 kilogram
- Popcorn - 8 kilogram
- Chicken breast - 12 kilograms
- Vegetarian burgers - 80 pieces
- Hamburger buns - 180 pieces
- Vegan hamburger buns - 40 pieces
- Butter lettuce - 12 pieces
- Red onions - 3 kilogram
- Pickles - 4 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Satay sauce - 3 kilograms
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Mixed salad - 8 kilograms
- Pasta - 6 kilograms
- Pasta sauce - 8 liters
- Rice - 6 kilogram
- Vegetable mix - 10 kilograms
- Herb mix - 10 sachets
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Salt - 2 kilograms
- Pepper - 4 mills
- Olive oil - 3 liters
- Vinegar - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 24 rolls
- Napkins - 500 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Reusable straws - 100 pieces
- Paper bags - 200 pieces
- Labels - 300 pieces
- Permanent markers - 20 pieces
- Printer paper - 3 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Allow one swim cap and one bib number per swimmer, plus at least 5% spares. Waterproof markers are useful for last-minute changes when numbers get wet or unreadable.
Plan a rescue point for every staffed section of the course. Keep life rings and rescue lines immediately accessible, rather than packed in a vehicle or under a tent.
Use enough round course buoys and course lines to make the route visible from the water and shore. Add anchoring weights and test the setup before race day so current or wind cannot move the markings.
Prepare at least two stopwatches and a visible game clock for the finish area. Pack spare batteries and keep a written backup of finish times in case the sound system or timing device fails.
Set up separate places for changing, waiting and administration with changing room screens, clothes racks, chairs and waste bins. Bring extension cords and power strips only where they can be kept dry and protected from foot traffic.

Frequently asked questions

How many swim caps and bib numbers do I need?: Prepare one swim cap and one bib number for every registered swimmer, then add 5% spare stock. For 100 swimmers, that means at least 105 caps and 105 numbers.
How early should I buy safety equipment for an open water race?: Buy or reserve life rings, rescue lines, buoys, course lines and anchoring weights at least 4 weeks before the competition. Check every item again 7 days before the event and replace anything damaged.
How many walkie-talkies are needed for an open water swimming competition?: Provide one walkie-talkie for each safety, start, finish and course-management post, plus one spare. A small race with 6 posts therefore needs 7 units, with a charging plan for race morning.
What refreshments and facilities should I prepare for swimmers and volunteers?: Plan drinking water for the full event period, with extra for hot weather, and provide waste bins near registration, the start and finish. Set up changing screens, clothes racks and seating before volunteers arrive, ideally at least 2 hours before the first briefing.

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