9.1 The purpose of an observer/crew log
When a solo marathon swim is to be ratified by a swim organization, or other ratifying body such as the Marathon Swimmer's Federation (MSF) or World Open Water Swimming Organization (WOWSA), there is normally be a list of required documentation that must be submitted as part of the ratification process. This list would include producing a log of key details about the swim that must be filled out and timestamped at regular intervals throughout the duration of the swim. No log = no ratification.
If the swim organization is providing the official observer, then typically they would fill the log in, but with some swims the crew must fill in a log as well. The swimmer needs to advise their support crew if the latter is the case, and the crew need to make sure they know how to fill it in according to the swim organization's instructions and any special instructions if the swim is a relay or tandem swim with two swimmers side-by-side.​
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Even if the swim is not being submitted to any swim organization or other ratifying body for ratification, a log is a great way to track the weather and water conditions, the swimmer's feed intake and feed stop time, mood and stroke rate - all very valuable information the swimmer can use later to make strategic changes to their training plan.
9.2 Filling in the details on the observer/crew log
Here are the key details typically tracked on a log:
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Time: use the official timer started at the beginning of the swim (or your own, if started at exact same time)
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Stroke rate: see Section 8.4 Taking the swimmer's stroke rate after a feed stop, wait at least 5-10 minutes after the feed stop is over to take the stroke rate so the swimmer can ease back into swimming and level out again, a little longer if the water is cold as the swimmer may need to rev up their stroke to warm their body back up after having been stopped. The goal is to get their baseline stroke rate at each feed stop interval
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Water temp: the boat pilot provides this, or crew can use a thermometer if they have easy access to the water
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Air temp: use weathernetwork.com or any other weather service, or use a thermometer​​​​
Crew Sue McKay
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Wind speed/direction: use weathernetwork.com or any other weather service​​
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Notes column: include details on feed/meds given and consumed, mood, urination, notable events, etc
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For the notes column, an entry can be filled in using a number of ways but the most important thing is to include the information required by the swim organization and be as consistent and clear as possible in your entries so that the log can easily be understood by those who need to read it later on. In the example shown above, the crew...
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Used a top line of text to describe feeds/meds given and actually consumed, and the total duration of the feed stop​
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Used a bottom line of text to describe mood, urination, notable events, etc.
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Marked medication entries with a star in red ink (circling it works too), so they are easy to locate if needed
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Listed any acronyms used in the log on the front page, to make it easier for note-taking and so others can decipher it
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​Additional notes can be written on the backside of the page but be sure to indicate the same timestamp as in the log entry so that all the additional notes can be correlated after the swim is over.​
9.3 Using a detailed "must do" schedule and tracker
The crew can use a detailed schedule and tracker to stay on top of all the things that need to be done at each feed stop, if they like. See the completed example below of the Feed and Medication Schedule and Tracker, an idea passed along by a friend that was really helpful for my crew this summer. The schedule for feeds and meds goes at the top, so the crew can access it when needed.
The tracker has the following columns:
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Actual time: time the feed stop happened
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Meds: swimmer take their meds?
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Actual fuel: how much and what kind?
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Pee: swimmer peed?
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Pic/vid: was a picture or video taken?
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Track: the gps tracker still working?
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Water temp: from thermometer
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Air temp: thermometer or weather app
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Wind M/H, Dir: wind speed and direction
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Stroke per min: swimmer's stroke rate
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Notes: anything noteworthy
9.4 Printing logs and trackers on all-weather paper
Consider printing the observer/crew log and any other trackers on all-weather paper! That way the log can still be used and written on, even if it starts to rain.
I discovered all-weather paper when getting the crew kit ready for my own crossing of Lake Memphremagog in 2023. The brand I use is Right in the Rain, the paper can be used in laser printers, and it stands up well to water and spills.
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You do need to also purchase a special pen they sell that can write on the paper when wet. It works with pencil too but that's not something you want to use on any sort of official documentation.​
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A little pricey, but you'll have enough for many swims to come...
Add your own ideas, photos and videos! Send me an email at wildbigswim@gmail.com