How to Run a Swim-a-Thon Fundraiser
The Step-by-Step Guide to Running a Swim-A-Thon
Choose a Date & Theme
- Choose the date of your Swim-A-Thon three months before the event. Swim-A-Thons usually take place on a single day, so choose a date that doesn't conflict with other school plans.
- Make sure your PTA coordinates with the school ahead of time to plan the route, secure any necessary permits, and purchase insurance if necessary.
Use these templates to keep your Swim-A-Thon planning on track:
Call for Volunteers
- Put out a call for volunteers two months before the event. Use FutureFund's built-in messaging system to reach the parents and volunteers most likely to participate.
- Make sure your call for volunteers clearly states what cause or project the Swim-A-Thon will support.
- Perform background checks for any volunteers from outside the school who need to be present during the event (if required by your school).
- Event Coordinator: Oversees all aspects of the Swim-A-Thon, including planning, execution, and coordination on the day of the event.
- Registration Team: Manages participant sign-ups, handles check-ins on the day of the event, and distributes information and swim materials.
- Safety and Lifeguard Team: Ensures the safety of all swimmers, monitors the pool area, and provides immediate assistance if needed.
- Lane Counters: Keeps track of the number of laps completed by each swimmer.
- Start/Finish Line Officials: Manages the start and finish of the swim, ensuring fair play and accurate timing.
- First Aid Volunteers: Provide basic first aid and coordinate with emergency services for any medical emergencies.
- Photographer/Videographer: Captures moments from the event for future promotion or as keepsakes for participants.
- Setup and Cleanup Crew: Responsible for setting up the event area before the Swim-A-Thon and cleaning up afterward.
- Swim Coaches or Instructors: Provide tips and encouragement to swimmers, especially younger or less experienced ones.
Choose Student Incentives
- Incentives motivate students to register for your Swim-A-Thon and collect pledges. Each student should have a specific fundraising goal—usually between $200–$400.
- It's better to offer incentives to the class or grade that raises the most money than to individual students, as this is a more cost-effective way to motivate groups and can also discourage unhealthy competition. Try an ice cream social or a pizza party for the best results.
Create Your Swim-A-Thon's Campaign
Use FutureFund to create a Pledge-A-Thon campaign and provide your campaign details.
Make sure your campaign has the following elements:
- A clear and compelling event description and rules, including what the money raised will go towards and what the incentives will be for participating students.
- A leaderboard that shows the grades and teachers for each participating class, along with how much each has raised. These are fully customizable in FutureFund, so you can create custom categories for each Swim-A-Thon.
- A template students can use to collect pledges from members of the school community. FutureFund provides a sample template for this in all A-Thon campaigns, which you can modify to include the specific details of your event.
Here’s a Canva template of sample Swim-A-Thon rules. Click “Use template for new design” to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Announce the Event & Sign-Up Students
- Send out an announcement of your Swim-A-Thon to the school community two weeks before the event begins and request that students sign up to participate.
- Share the news in as many places as possible—use the school newsletter, morning announcements, and FutureFund's messaging system to tell everyone why the event is important and how they can be part of it.
- Use FutureFund to send follow-up messages every other day leading up to the event to encourage participation.
- The night before the event, send a final reminder to get the school community excited about the event and encourage them to keep offering support.
Subject: Dive into Fun at [School Name]'s Annual Swim-A-Thon!
Hello Students,
Make a splash with our exciting Swim-A-Thon! This event is more than just swimming laps; it's a wonderful opportunity to demonstrate your swimming prowess, support our school, and enjoy a day full of aquatic fun and community spirit.
Why join the Swim-A-Thon?
- Take on a healthy and enjoyable swimming challenge.
- Help raise funds for [insert cause or school project].
- Earn awards and recognition for your swimming and fundraising achievements.
How to Sign Up:
Joining is a breeze! Simply click this link [insert FutureFund link], complete the registration steps, and you're ready to make waves. You'll also get a link to share with friends and family for pledges based on the number of laps you swim.
Whether you're a seasoned swimmer or just love the water, this event is for everyone. Let's swim together for a fantastic cause!
You can also use this Canva template to keep a copy of your email script handy. Click "Use template for new design" to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Subject: Your Support Makes Waves - [School Name] Swim-A-Thon Update!
We deeply appreciate your support for our Swim-A-Thon! Your contribution is propelling our efforts to provide an unforgettable experience for our students and achieve our fundraising goals for [insert specific goal or cause].
Current Update:
- enthusiastic swimmers are ready to dive in!
- We have reached [percentage] of our fundraising goal.
There's still time to back our young swimmers through FutureFund at [insert link]. Your generosity is a key part of our success and is greatly valued by our entire school community.
You can also use this Canva template to keep a copy of your email script handy. Click "Use template for new design" to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Subject: Last Lap to Go! Final Day Before [School Name]'s Swim-A-Thon!
Hello [Name of School] Students & Families!
The big day is just around the corner! Our Swim-A-Thon is only a day away, and the excitement is at its peak. Our students are ready to swim their way to achievement and fun.
Here's what you need to know:
- Last day to secure pledges! Urge your friends and family to support you via FutureFund at [insert link].
- Join us at [Location] on [Date]. Don't miss the start at [Time] and be sure to cheer for our swimmers as they complete their laps!
Let's make the final day a swimming success. Your encouragement is invaluable to our students and helps make a significant impact on our school community.
You can also use this Canva template to keep a copy of your email script handy. Click "Use template for new design" to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Here are some Canva templates to help you spread awareness for your Swim-A-Thon on social media and in your community! Click “Use template for new design” to create an editable version, then add custom information for your event, change fonts and graphics, and more!
- Canva Swim-A-Thon Template for Instagram Story
- Canva Swim-A-Thon Template for Instagram Post
- Canva Swim-A-Thon Template for Printable Poster
Example caption: Support [insert school name]'s Swim-A-Thon from [insert date]. Help our school community raise money for [insert cause] by registering to swim as many laps as you can!
Find Sponsors
Ask local businesses to sponsor the Swim-A-Thon. This can help your PTA reach your fundraising targets while business owners get exposure and positive PR.
Make sure to explain how each sponsor's contribution will be recognized. For example, you could:
- Hang a banner in the gym or pool area with sponsor logos during the event.
- Offer branded water bottles or other swag to participants.
- Add sponsors to your school's online store using FutureFund.
Here are some examples of sponsorships you can offer:
- Direct donations—either towards your fundraising goal or to help cover the costs of supplies.
- Corporate matching, where a business donates an amount equal to what you raise from the community.
- Selling sponsorships on FutureFund via advertising on your campaign page.
Host the Swim-A-Thon
Finally, the day of the event will arrive—and if you've followed all the steps above, you should have everything you need to make it successful. Here's a sample event schedule:
- 7:00 AM – 8:00 AM: Setup and Volunteer Arrival — Volunteers arrive to set up the pool area, registration desk, refreshment stations, first aid station, and sponsor booths.
- 8:00 AM – 9:00 AM: Participant Check-In and Warm-Up — Swimmers arrive, check in, and start warming up in the pool.
- 9:00 AM – 9:30 AM: Opening Ceremony — A brief welcome speech by the event coordinator, safety briefing, and explanation of rules.
- 9:30 AM: Swim-A-Thon Start — The Swim-A-Thon officially begins. Swimmers start in waves based on age group or skill level.
- 9:30 AM – 12:30 PM: Swim-A-Thon Main Event — Swimmers complete their laps. Lane counters track laps for each swimmer.
- 10:30 AM – 1:30 PM: Family Activities — Organize family-friendly activities near the pool, such as games, mini fair booths, or face painting.
- 12:30 PM – 1:30 PM: Lunch and Entertainment — Participants and spectators break for lunch; include music, raffles, or guest speakers.
- 1:30 PM – 3:30 PM: Continued Swimming — Swimmers resume or complete their laps; consider adding relay races or team challenges.
- 3:30 PM – 4:00 PM: Final Laps and Cool Down — Final laps and rest period before the awards.
- 4:00 PM – 4:30 PM: Awards Ceremony — Recognize most laps swum, top fundraisers, and best team spirit.
- 4:30 PM – 5:00 PM: Closing Remarks — Announce total funds raised and thank participants and sponsors.
- 5:00 PM onward: Cleanup — Volunteers clean up and ensure the pool area is left tidy.
- Day After Event — Send a thank-you email via FutureFund to all participants, donors, and volunteers.
- Week After Event — Host a small celebration for the winning class or grade (ice cream or pizza party).
Swim-A-Thon 101
What is a Swim-A-Thon?
A Swim-A-Thon is a fun, active way to raise money by having participants swim laps while collecting pledges for each lap they complete. It’s a great option for schools with access to a pool and motivates students to stay fit while fundraising.
Swim-A-Thon Goals & Rules
Treat these as a starting point and customize them for your school’s needs and facilities.
Decide how long your Swim-A-Thon will run. Shorter events (25–50 yards or 10–20 laps) encourage participation from younger students, while longer events can challenge older grades.
Students swim laps based on pledges they collect. A common approach is one lap for every $50 raised, but adjust this based on the group’s abilities.
Swim-A-Thons are appropriate for students of all ages—but younger students may need shorter distances or floatation aids like flutter boards or pool noodles.
Start promoting the event at least two weeks in advance so students can collect pledges for at least a week before swimming day.
On the event day, review rules, safety measures, and fundraising goals to keep participants motivated.
Frequently Asked Questions About Swim-A-Thons
FutureFund provides instant reporting for fundraising campaigns. Go to Store → Reports → Campaign Summary, then click Generate Report to view totals and breakdowns.
Yes — FutureFund lets you list volunteer positions and create a volunteer sign-up page in your registration portal so parents can register in a few clicks.
A Swim-A-Thon uses a peer-to-peer model. Participants sign up to swim laps, then collect pledges from friends, family, and coworkers for each lap or minute they swim.
The Swim-A-Thon itself can be a timed session or a set number of laps—completely customizable to your school’s needs.
Swim-A-Thons are flexible. Elementary events might run 25–50 yards, while middle or high-school events can go for hundreds of yards. Choose distances that fit your swimmers’ levels.
You can hold Swim-A-Thons any time of year. In winter, use indoor pools; in summer, outdoor pools, lakes, or community centers are great options.
Participants should be confident swimmers and follow all safety guidelines. Provide certified lifeguards and first-aid volunteers. For inclusivity, consider optional assistive swim aids.
Yes! Swim-A-Thons combine health, community, and fun. They’re easy to organize, encourage teamwork, and can raise significant funds through pledges, ticket sales, and sponsorships.
What is a “Thon”?
Thons Are Fun & Effective Event-Based Fundraisers
An "a-thon" is a peer-to-peer fundraiser where participants commit to an activity and collect donations for completing it.
The activity can be almost anything—reading, running, swimming, or dancing. The premise is the same: participants put in effort, and donors reward that effort.
These fundraisers work because they engage broad networks and give participants an active, rewarding experience.
What Do You Need to Run a Swim-A-Thon?
Power It With FutureFund
FutureFund’s built-in pledge tools make managing a Swim-A-Thon simple. Collect donations online, track student totals automatically, and keep funds organized.
FutureFund simplifies Swim-A-Thons for PTAs, parents, and donors alike, with built-in communication tools, payment processing, and reporting.
Forget cash and checks—FutureFund brings everything online so donors can give instantly by card, and students can share links for pledges.
View totals, participation, and reports with a single click. FutureFund keeps you updated on fundraising progress at every step.
Using a Swim-A-Thon for Fundraising
Each student signs up as a participant and collects pledges online via FutureFund. Pledges automatically add to their total and to the fundraiser’s goal.
Cash pledges can also be logged and marked for later collection.
Confirm what records you need from donors ahead of time. In FutureFund, student and class information carries over automatically so tracking is seamless.
Fundraisers with online donation options outperform cash-only drives. FutureFund gives every participant a shareable donation link.
Templates, Ideas, Tools, & Resources
Download our ready-to-use Swim-A-Thon Infographic showing the event flow, planning checklist, and fundraising goals.
Swim-A-Thon Theme Ideas
You can’t go wrong with a sea-life theme. Students can dress as their favorite aquatic animals—fish, dolphins, sharks, or turtles.
Go mythic! Think mermaids, Poseidon, or the Kraken for a whimsical under-the-sea vibe.
Tie your Swim-A-Thon to the season—Halloween monsters, winter holidays, or Valentine’s Day “Love to Swim” themes work great.
Celebrate athletic spirit. Decorate with flags and let each class represent a country in your mini-Olympics Swim-A-Thon.
Let swimmers show their funniest side with crazy goggles, neon swim caps, and outrageous outfits for a “Wacky Tacky” day in the pool!
Turn the pool into a coral reef with decorations, bubbles, and blue lighting. Encourage costumes and themed playlists to match.
“Swim for Justice!” Let participants pick their favorite superhero costumes, swim capes, or themed towels. Award prizes for best costume.
Keep it simple with a school-colors theme—banners, balloons, and towels in your school colors, plus matching swim caps for every grade.
Start Your Swim-A-Thon for Free
Ready to dive in? Launch your Swim-A-Thon in minutes with FutureFund.
Collect pledges online, track results automatically, and celebrate every lap and donation—all in one place.
Start now and make your next fundraiser a splash hit!