Swim Route checklist: what to arrange and when

A swim route needs more than buoys in the water. Before participants arrive, you need a confirmed start and finish location, the right permissions, a safety plan, trained volunteers, and clear route information. This checklist takes you from setting the course and opening registration to checking weather and water conditions, preparing participant packs, and marking the event area. It also helps prevent late fixes, such as missing emergency contacts, untested radios, or safety equipment that is still packed away.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the swimming route
2 people
Reserve start and finish location
Arrange permits and notifications
Prepare safety plan
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Send participant information
Check the route for current risks
3 people
Record emergency locations
2 people
Check the weather and water report
Order supplies
Create a shopping list
Check participant list
2 people
Print race numbers and forms
2 people
Prepare the volunteers briefing
2 people
Prepare route signs
2 people
Gather materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Assemble participant packs
3 people
Check first aid and rescue equipment
2 people

Event

Mark off the start and finish area
4 people
Set up tents and tables
6 people
Place course buoys and markers
6 people
Distribute safety equipment
3 people
Connect lighting and power
3 people
Set up the registration table
3 people
Set up the water station and food point
4 people
Brief volunteers
2 people
Register participants
4 people
Hand out race numbers
3 people
Give swim safety briefing
2 people
Allow participants to start after checks
4 people
Monitor swim route
8 people
Staff the midway water station
3 people
Register finishers
3 people
Refill drinks
2 people
Serve snacks and soup
4 people
Keep participants warm
3 people
Staff the first aid station
2 people
Check for missing participants
3 people
Process results
2 people
Thank participants
2 people
Remove route buoys and signs
5 people
Move equipment to storage
5 people
Take down tents and furniture
6 people
Collect waste
3 people

Aftercare

Leave venue clean
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Check borrowed items
2 people
Return borrowed materials
2 people
Publish results
Handle lost and found
Clear remaining stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Crowd control barriersqty 20

Sports equipment

Route buoysqty 30
Life ringsqty 6
Throw linesqty 4
Whistlesqty 12
Bib numbersqty 120
Start number bandsqty 120
Stopwatchesqty 6

Safety

First aid kitsqty 2
Thermal blanketsqty 30
Reflective vestsqty 20
Safety vestsqty 8

Equipment

Walkie-talkiesqty 8
Megaphonesqty 2
Digital clocksqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED construction lightsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water containersqty 4

Decorations

Route signsqty 12
Directional signsqty 10

Cleaning

Waste binsqty 8
Litter pickersqty 3

Catering

Groceries

Tips

Set the route before opening registration. Confirm the start and finish locations, mark emergency access points, and check whether the course requires permits or notifications.
Send participant information early enough for people to prepare. Include the route, start and finish details, what to bring, registration requirements, and a contact for questions at least 7 days before the swim.
Assign volunteers by area, not just by headcount. Cover the start, finish, route checkpoints, registration, first aid, and communication, then give everyone a briefing before setup is complete.
Check the water and weather report twice: once the day before and again on event morning. Keep a clear decision time for changing, delaying, or cancelling the route if conditions become unsafe.
Set up and test communication and safety equipment before participants arrive. Charge walkie-talkies, check whistles and throw lines, place life rings, and make sure first aid kits and thermal blankets are easy to reach.

Frequently asked questions

How far in advance should I plan a swim route?: Start at least 8 to 12 weeks before the event. Use the first weeks to confirm the route and locations, arrange permits and notifications, prepare the safety plan, and open registration with accurate information.
When should I send swim route participant information?: Send the main information at least 7 days before the event, then send a final update 24 hours before the start. The final message should confirm the weather and water check, meeting time, route status, and any changes.
How many volunteers do I need for a swim route?: The number depends on the route length, access points, and participant count, but assign coverage for every checkpoint, the start, the finish, registration, first aid, and communication. Finalise the roster at least 7 days ahead so gaps can be filled before the briefing.
When should I check the swim route for safety risks?: Do a full route check within 24 hours of the event and a shorter visual check on the morning itself. Record emergency locations, inspect signs and buoys, and confirm that rescue and first aid equipment is in position before participants enter the water.

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.