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Swim-a-thon: checklist

Everything from the permit to the thank-you, built from this idea’s own steps and rules. Tick as you go: your ticks stay in this browser.

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Before

Book the venue and get the hire terms and any minimum numbers in writing.
Write a one-page safety plan: hazards, who is in charge, first aid, what to do if it rains.
Arrange a first aider and a stocked first aid kit.
Check your group’s insurance covers this.
Book lanes and a lifeguard.

On the day

Brief the helpers: who does what, when, and where the cash box and first aid kit are.
Count the float with two people before you open, and write the total down.
First aider on site, and everyone knows where the kit is.
Open sponsor pages per swimmer.
Assign lap counters to each lane.
Swim for a fixed period.
Certify lap counts.

After

Collect pledges and thank sponsors.
Count the takings in pairs and bank them within a day or two.
Tell supporters what you raised and what it will pay for.

Watch out for

Per-length pledges that donors later balk at.

Pool operators set the supervision rules; a qualified lifeguard on deck is the norm. Use your own club lane time where possible.

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About this idea

Club swimmers swim lengths for a fixed time and collect sponsorship.

Read the full swim-a-thon page

Tools for this

Volunteer roster planner
Prefilled with the usual roles (lap counter, lifeguard and registration / pledge table) in 2-hour shifts.
Goal and thermometer poster
Put the thermometer up where participants will see it climb.

More free tools

Event budget and break-even
Volunteer roster planner
Cash float and takings counter
Goal and thermometer poster
Raffle ticket sales tracker
Sponsorship ask letter
Event run sheet
Silent auction kit

* General fundraising information, not legal, tax or financial advice. Money figures are examples and estimates, not promises. Check current official requirements before you commit. About this guide

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