What to bring to a winter swimming competition

A winter swimming competition needs more than swimwear and race numbers. Participants also need a warm changing area, hot drinks, dry blankets, and clear safety equipment ready at the water’s edge. This shopping list covers the practical supplies for marking the course, timing races, serving refreshments, and keeping swimmers visible and warm. Check quantities against your participant list before shopping, then leave time to test equipment and prepare the venue.

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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
- Coffee - 4 packs
- Tea selection - 6 boxes
- Hot chocolate - 12 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Cinnamon - 2 jars
- Whipped cream - 8 cans
- Chocolate shavings - 4 bags
- Still water - 8 crates
- Sparkling water - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Sports drink - 6 liters
- Lemonade - 6 liters
- Sandwiches - 100 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Muesli bars - 80 pieces
- Bananas - 8 kilos
- Apples - 8 kilos
- Mandarins - 6 kilos
- Gluten-free sandwiches - 12 pieces
- Vegan cheese - 500 grams
- Vegan toppings - 500 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper towels - 12 packs

Tips

Plan at least one swim cap and one bib number per participant, plus 10% extra for replacements or late changes. Keep spare pens and clipboards with the race officials so results can be recorded without leaving the course.
Provide one reusable cup per expected drink service, or at least two per participant if you are serving hot drinks more than once. Count bowls, plates, and cutlery for every planned serving rather than relying on a single shared batch.
Set aside enough dry blankets for every swimmer finishing at the same time, with at least 10 additional blankets for wet or delayed participants. Store them in a dry, clearly marked changing area before the first race.
Prepare safety equipment before the venue opens: competition buoys, barrier tape, life rings, rescue lines, whistles, and thermometers should be easy to reach from the course. Keep first aid kits and thermal labels together with the safety team’s supplies.
Allow extra setup time for bulky items that are easy to forget, including party tents, clothes racks, laundry baskets, tables, and chairs. A practical check is to walk from the start area to the changing area once everything is laid out, then correct gaps before participants arrive.

Frequently asked questions

What safety equipment do I need for a winter swimming competition?: Prepare competition buoys, barrier tape, life rings, rescue lines, whistles, thermometers, and first aid kits. Keep the equipment at the water’s edge and check it during the final venue inspection, not only on shopping day.
How many blankets should I buy for winter swimmers?: Plan one dry blanket per participant who may finish at the same time, plus at least 10 extra for delays, dropped blankets, or people who need additional warmth. Keep them protected from rain and easy to collect in the changing area.
How many cups and hot-drink supplies are needed?: Use one reusable cup per expected drink service, or two per participant when hot drinks are served twice. Match the number of cups, bowls, plates, and cutlery sets to the participant list, and add about 10% spare capacity.
What should I prepare for timing and race administration?: Prepare one bib number and swim cap per participant, with 10% spare, plus stopwatches, clipboards, pens, and measuring tapes. Print the participant list and check all timing equipment before the first race starts.

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