What you need for a river swimming tour

A river swimming tour needs more than swim caps and route markers. You will need equipment for registration, changing areas, communication, water safety, first aid and a clearly marked start and finish. Buy or reserve safety equipment before opening registration, especially lifeboats, an AED and rescue lines. Use the participant limit to calculate quantities for bib numbers, wristbands, swim caps and refreshments, then keep a separate reserve for late changes and damaged items.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Registration tablesqty 2
Clothes racksqty 4
Clothing binsqty 12

Sports equipment

Route buoysqty 20
Start Line
Finish arch
Bib numbersqty 150
Wristbandsqty 150
Swim capsqty 150
Stopwatchesqty 4
Megaphonesqty 3

Safety

Life boatsqty 3
Life ringsqty 10
Rescue linesqty 6
Life jacketsqty 15
First aid kitsqty 3
AED
Emergency blanketsqty 20
Flashlightsqty 8
Safety vestsqty 25
Crowd control barriersqty 20
Barrier tapeqty 8
Traffic conesqty 20

Equipment

Sound system
Wireless microphonesqty 2
Walkie-talkiesqty 12
Power banksqty 8
Extension cordsqty 4
Power stripsqty 4

Lighting

LED string lightsqty 6
Work lightsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 100
Thermos flasksqty 8
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 8
Food warmersqty 6
Cutting boardsqty 4
Paring knivesqty 4
Water jugsqty 10
Towelsqty 40

Decorations

Route arrowsqty 25
Information boardsqty 8
Prize ribbonsqty 10

Cleaning

Waste binsqty 12
Broom setsqty 4
Mop setsqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Spa Blauw - 240 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 25 kilos
- Butter - 2 kilos
- Wholemeal bread - 18 loaves
- White Bread - 12 loaves
- Rolls - 150 pieces
- Mini wraps - 100 pieces
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Turkey breast - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Egg - 60 pieces
- Iceberg lettuce - 10 heads
- Cucumbers - 15 pieces
- Tomatoes - 8 kilo
- Peppers - 4 kilos
- Arugula - 1 kilo
- Bananas - 8 kilos
- Apples - 8 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Muesli bars - 180 pieces
- Raisin buns - 100 pieces
- Energy bars - 150 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Spice mix - 2 jars
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan spreads - 2 kilos
- Fruit ice pops - 100 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Disinfectant wipes - 6 packs
- Paper towels - 8 packs

Tips

Plan one bib number, wristband and swim cap per registered swimmer, plus at least 5% extra for replacements and last-minute registrations. Sort the numbers before event day so starter groups can be checked in quickly.
Provide one registration table for each busy check-in point and keep the participant list, bib numbers and emergency contacts together under a party tent. Add one extra table for questions, missing information or dietary requirements.
Match safety equipment to the approved route and participant limit rather than buying a generic set. Lifeboats, life rings, rescue lines and life jackets should be reserved early, with safety vests, walkie-talkies and flashlights for the crew on shore.
Allow at least one walkie-talkie for every key coordination point, such as the start, finish, lifeboat teams, first aid and traffic controllers. Charge them and the power banks the day before, then test the range along the full route.
Set aside a dry, supervised changing area with clothes racks and clearly labelled clothing bins. Place emergency blankets, first aid kits and the AED where staff can reach them within minutes, not inside a locked storage vehicle.

Frequently asked questions

How many swim caps and wristbands do I need for a river swimming tour?: Buy one swim cap and one wristband per registered swimmer, then add at least 5% extra. For 100 swimmers, that means 105 caps and 105 wristbands.
What safety equipment is needed for an organised river swim?: At minimum, plan route buoys, lifeboats, life rings, rescue lines, life jackets, first aid kits and an AED, based on the approved safety plan. Reserve specialist equipment several weeks before the event, because availability can be limited.
How many walkie-talkies are needed for a river swimming event?: Allow one walkie-talkie for each main coordination point and add 1–2 spares. A small event may need 6–8 units for the start, finish, safety lead, first aid, lifeboat team and traffic control.
When should I prepare the shopping list for a river swimming tour?: Prepare it at least 4–6 weeks before the swim, immediately after setting the route and participant limit. Reserve lifeboats, an AED, tents, barriers and communication equipment first; buy consumable items after registrations provide a reliable participant count.

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