Winter swimming competition checklist

A winter swimming competition needs more than a marked-out course and a start time. You need a clear safety plan, trained volunteers, a warm changing area and equipment that still works in cold, wet conditions. Use this checklist to work through the planning in order, from venue and permits to participant information, shopping and final setup. The last checks focus on weather, lighting, rescue equipment and keeping swimmers warm before and after the race.

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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 competition venue
Arrange permits and notifications
Prepare safety plan
2 people
Set the swimming route
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Send participant information
Check the weather forecast
Check competition materials
2 people
Check the shopping list
Do the shopping
2 people
Fill coolers
2 people
Prepare race numbers
2 people
Print participant list
Prepare prizes and certificates
Inspect venue
3 people
Set up tents
4 people
Set up tables and chairs
3 people
Set up the changing area
3 people
Mark the start and finish areas
3 people
Mark off swimming route
4 people
Set up safety equipment
3 people
Test the lighting
2 people
Test sound system
2 people
Prepare hot drinks
3 people
Set out snacks
3 people
Set up registration desk
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out race numbers
3 people
Give the safety briefing
3 people
Lead the warm-up
2 people
Guide the race start
5 people
Supervise swimmers and the route
6 people
Record times
3 people
Receive finishers
4 people
Hand out warm blankets
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Check results
2 people
Present prizes
3 people
Guide the audience
2 people
Clear away waste and glass
2 people

Aftercare

Dismantle competition equipment
4 people
Take down tents and furniture
4 people
Clean the venue
4 people
Count and pack materials
2 people
Dispose of waste
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 60
Bar stoolsqty 4
Clothes racksqty 6
Laundry basketsqty 8

Sports equipment

Competition buoysqty 12
Barrier tapeqty 6
Bib numbersqty 70
Swim capsqty 70
Stopwatchesqty 6
Whistlesqty 8
Measuring tapesqty 2
Clipboardsqty 8
Pensqty 30
Thermometersqty 3
Life ringsqty 6
Rescue linesqty 4
First aid kitsqty 2
Blanketsqty 80
Thermal labelsqty 70

Tableware

Reusable cupsqty 150
Reusable bowlsqty 80
Reusable platesqty 80
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Serving traysqty 6
Soup potsqty 3

Equipment

Coolersqty 6
Extension cordsqty 6

Lighting

LED lampsqty 10
String lightsqty 6

Decorations

Competition flagsqty 12
Directional signsqty 8
Prize certificatesqty 12

Cleaning

Waste binsqty 8
Bucketsqty 6
Floor squeegeesqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the safety plan before opening registration. Define the swimming route, start and finish areas, rescue positions and emergency procedure, then brief every volunteer on their exact role.
Inspect the venue at least one day before the competition and again on the morning itself. Check access, lighting, changing areas, tent anchoring and whether rescue equipment can be reached without delay.
Give volunteers a written schedule with arrival times and handover points. Plan separate cover for registration, timing, route supervision, refreshments and changing areas so one late arrival does not leave a post empty.
Prepare participant information at least 5–7 days before the event. Include arrival time, race format, water conditions, what to bring, where to change and how the event will respond to unsafe weather.
Keep the warm-up and refreshment area ready before the first swimmers arrive. Fill coolers, prepare hot drinks and soup, label thermal items, and place blankets where participants can reach them immediately after finishing.

Frequently asked questions

How far in advance should I plan a winter swimming competition?: Start venue, permit and safety planning at least 8–12 weeks ahead. Send participant information 5–7 days before the competition and complete the final weather and equipment checks within 24 hours of the start.
How many volunteers do I need for a winter swimming competition?: For a small event, plan at least 8–12 volunteers: registration, timing, route supervision, safety, refreshments, changing areas and setup. Add more people if swimmers start in waves or the course has several blind spots.
When should I check the weather for a winter swimming competition?: Check the forecast 72 hours before the event, again 24 hours before, and once on the morning itself. Set a clear cancellation or route-change deadline so participants and volunteers are informed before travelling.
What safety equipment is needed for a winter swimming competition?: Prepare rescue lines, life rings, first aid kits, thermometers, whistles and blankets, with equipment positioned at the course rather than stored in a vehicle. Test lighting and inspect every item before setup, ideally no later than the day before.

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.