What you need for a swim run

A swim run needs more than swimwear and running shoes. This shopping list covers participant kit, course marking, registration, safety equipment and the supplies that keep the start and finish areas working. Plan quantities from your number of participants, volunteers and start groups rather than buying one set for the whole event. Check medical information and dietary requirements before shopping, so you can arrange the right support and refreshments in time.

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What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 3
Tablesqty 8
Chairsqty 30
Bar stoolsqty 4
Clothes racksqty 4
Crowd control barriersqty 20

Sports equipment

Bib numbersqty 120
Race bib strapsqty 120
Swim capsqty 120
Finisher medalsqty 120
Race ribbonsqty 20
Conesqty 40
Route signsqty 20
Life ringsqty 6
Stopwatchesqty 6
Clipboardsqty 8
Spare swim gogglesqty 10
Towelsqty 30
Yoga or exercise matsqty 12
Prizesqty 12

Equipment

Walkie-talkiesqty 10
Megaphone
Laptop
Printer
Extension cordsqty 6
Power stripsqty 4
Sound system
Microphoneqty 2
Phone chargersqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Catering

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Water jugsqty 10
Insulated beverage dispensersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Isotonic sports drink - 60 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 6 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemon tea - 1 box
- Bananas - 120 pieces
- Apples - 100 pieces
- Oranges - 60 pieces
- Grapes - 8 kilos
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Sliced cheese - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Jam - 4 jars
- Peanut butter - 4 jars
- Butter - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Ice cubes - 20 kilo
- Lemons - 20 pieces
- Peppermint - 4 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand sanitizer gel - 6 bottles

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Start and finish bannerqty 2
Arrow bannersqty 10
Tableclothsqty 10

Tips

Prepare one bib number, race bib strap and swim cap for every participant, then add at least 5% spare stock for damaged or forgotten items. Keep the bibs sorted before registration opens.
Mark every transition and turn with cones and route signs. Walk the full course the day before and keep spare signs available in case weather or course access changes.
Match safety equipment to the water section and your safety plan. Place life rings where they can be reached quickly, and give volunteers walkie-talkies with a short briefing before participants arrive.
Set aside one registration pack per start group: clipboards, printed information, a laptop, printer access and phone chargers. Test the printer and extension cords at least one day before the event.
Buy refreshments only after registration closes, using the final participant count and collected dietary requirements. Fill coolers shortly before the start and reserve separate supplies for volunteers and officials.

Frequently asked questions

What equipment do I need for a swim run?: You need participant identification and swim gear such as bib numbers, race bib straps and swim caps, plus cones, route signs, stopwatches and safety equipment. Add registration, communication and finish-line supplies for the number of participants and volunteers attending.
How many spare swim caps and race bibs should I buy?: Buy one set per participant and add at least 5% spares. For 100 participants, that means 105 swim caps, bibs and straps, subject to your supplier’s pack sizes.
When should I prepare the swim run course?: Record and check the course several days before the event, then set out signs and cones on the event day after confirming access and safety conditions. Walk the route once more before the first start group.
How much water and food do I need for a swim run?: Base refreshments on the final registration count and dietary requirements, with enough for every participant plus volunteers. Prepare coolers shortly before the start and keep a small reserve for delays or extra finishers.

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