Swim relay checklist: what to arrange and when

A swim relay needs more than lane space and a start time. You need a confirmed pool, a clear competition format, safety rules, officials, team assignments and enough equipment for both racing and supervision. This checklist takes you from registration and participant information to catering, printed forms and the registration desk. Use it to set deadlines early, especially for pool access, volunteer cover, dietary requirements and the final start order.

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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

Reserve pool
Set the competition format
2 people
Draw up safety rules
2 people
Record officials and supervisors
2 people
Send invitations
2 people
Open the registration form
Publish participant information
Process registrations
2 people
Collect dietary requirements
Assign teams
2 people
Create the start order
2 people
Brief volunteers
2 people
Coordinate pool rules
2 people
Determine catering quantities
2 people
Check the shopping list
Check sports equipment
2 people
Do the shopping
3 people
Collect prizes and medals
Print competition forms
Prepare participant badges
2 people
Prepare catering
3 people
Prepare the volunteers briefing
Confirm the venue and access
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Prepare competition materials
3 people
Check the course layout
2 people
Check safety equipment
2 people
Hang up signage
2 people
Test audio and microphone
2 people
Display prizes
Give volunteer briefing
3 people

Event

Open participant registration
3 people
Hand out badges
2 people
Process final registrations
2 people
Direct participants to the changing rooms
2 people
Give the opening briefing
2 people
Lead the warm-up
2 people
Host the first round of matches
8 people
Record results
3 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Check changing rooms periodically
2 people
Guide the second round
8 people
Assist with the third competition round
8 people
Keep the break room clean
2 people
Prepare finals
3 people
Assist with the finals
8 people
Check final results
3 people
Handle prize ceremony
3 people
Say goodbye and provide information
2 people

Aftercare

Catering breakdown
3 people
Gather sports equipment
3 people
Take down tables and chairs
4 people
Sort and remove waste
3 people
Clean the pool area
3 people
Check the dressing rooms
2 people
Switch off equipment
2 people
Conduct the final venue check
2 people
Return rented materials
2 people
Clear away leftover stock
2 people
Send results digitally
Handle lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Foldable tablesqty 2
Waste binsqty 8

Sports equipment

Relay batonsqty 12
Field linesqty 8
Competition swim gogglesqty 6
Conesqty 20
Bib numbersqty 80
Starting blocksqty 8
Whistlesqty 8
Stopwatchesqty 8
Life ringsqty 2
Rescue linesqty 2
Non-slip matsqty 10
Towelsqty 30

Equipment

Laptop
Printer
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Socket protectionqty 4
Digital clock
Walkie-talkiesqty 6
Megaphonesqty 2

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 4
Water jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Thermal glovesqty 2

Catering

Trash can labelsqty 12
Coffee filtersqty 100
Napkinsqty 300
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 24

Decorations

Competition bannersqty 4
Directional signsqty 12
Name badgesqty 100
Tableclothsqty 10
Medalsqty 30
Winner's cupsqty 6

Cleaning

Mopsqty 6
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
First aid kitqty 2

Lighting

LED lampsqty 6

Groceries

Groceries

Tips

Confirm the pool and access arrangements before opening registration. Include the arrival time, changing-room access, equipment restrictions and where tables, chairs and the registration desk can go.
Set the competition format before assigning teams. Publish the rules and participant information early, then close registrations in time to process entries, collect dietary requirements and create the start order.
Plan safety cover separately from race officials. Record supervisors, brief volunteers and check life rings, rescue lines, non-slip mats, whistles and walkie-talkies before the first swimmer enters the water.
Prepare race administration before event day. Print competition forms, prepare participant badges and bib numbers, and test the laptop, printer, stopwatches, digital clock, microphones and sound system at the venue.
Work out catering quantities after registrations close, then shop and prepare reusable cups, plates, cutlery and coffee cups. Keep a short buffer for volunteers and late additions instead of relying on last-minute shopping.

Frequently asked questions

How far in advance should I book a pool for a swim relay?: Book the pool as soon as you have a likely date, ideally at least 8 to 12 weeks ahead. Confirm access, lane availability, changing rooms, pool rules and setup time before sending invitations.
When should swim relay registration close?: Close registration 7 to 10 days before the relay. That gives you time to process entries, collect dietary requirements, assign teams and create the start order without changing printed forms at the last minute.
How many volunteers are needed for a swim relay?: Plan at least 1 event lead, 1 registration desk volunteer, 2 timekeepers or officials per active race area and enough poolside supervisors to meet the venue’s safety rules. Confirm the final number with the pool before publishing the event.
When should I prepare the swim relay equipment?: Check sports equipment and technical equipment 2 to 3 days before the event, then do a final venue check during setup. Test stopwatches, the digital clock, microphones and power connections before participants arrive.

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.