Diving camp checklist and planning guide

A diving camp needs more than a reserved dive site and a tent. You need participant details, experience levels, certificates, medical information and emergency contacts before assigning groups or writing the programme. Book the location, campsite, instructors and equipment early, then prepare a weather backup and clear travel instructions. This checklist brings the planning into a workable order, from registration through filled cylinders, camping equipment and food.

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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

Create the participant list
Reserve diving location
Reserve campsite
Reserve diving equipment
Confirm instructors
Send invitations
2 people
Process registrations
Register diving experience
Check certificates
Collect dietary requirements
Collect emergency contacts
Check medical certificates
2 people
Create room assignments
Assign diving groups
2 people
Create the diving program
3 people
Check the weather forecast
Set alternative dive site
2 people
Send participant information
Organize transport
Create a shopping list
2 people
Inspect diving sets
3 people
Have scuba tanks filled
2 people
Gather camping gear
3 people
Do the shopping
3 people
Fill coolers
2 people
Bring materials to camp
4 people
Register campsite
Set up the tents
6 people
Set up cooking area
3 people
Set up the registration desk
2 people
Prepare diving equipment per group
4 people

Event

Receive participants
3 people
Check attendance
2 people
Hand out wristbands
2 people
Explain the camp rules
2 people
Give the safety briefing
3 people
Instruct dive groups
4 people
Try on diving gear
5 people
Guide the first dive
6 people
Rinse diving equipment
4 people
Prepare dinner
4 people
Serve dinner
3 people
Refill drinks
2 people
Support the evening program
3 people
Prepare the night dive
4 people
Guide the night dive
6 people
Give the morning briefing
3 people
Prepare breakfast
4 people
Serve breakfast
3 people
Guide the second dive
6 people
Swap diving cylinders
3 people
Prepare lunch
4 people
Serve lunch
3 people
Update dive logs
4 people
Cover diving theory
2 people
Guide the third dive
6 people
Prepare evening meal
4 people
Serve dinner
3 people
Check diving equipment
4 people
Supervise the final dive
6 people
Take camp photo
Serve breakfast and lunch
3 people

Aftercare

Clean dive gear
5 people
Take down tents
6 people
Clean the campground
5 people
Collect waste
3 people
Load materials
4 people
Return borrowed materials
2 people
Archive dive reports
Store leftovers
2 people
Wash dishes
3 people
Clean coolers
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Beer tablesqty 4
Storage cabinetsqty 3

Camping

Tents for 4 peopleqty 8
Sleeping matsqty 28
Sleeping bagsqty 28
Cushionsqty 28
Camping lampsqty 10
Tent hammersqty 4
Herringqty 80
Ground tarpsqty 8

Diving equipment

Diving cylindersqty 30
Diving gogglesqty 28
Snorkelsqty 28
Diving suitsqty 28
Flotation vestsqty 28
Vending machinesqty 28
Lead beltsqty 28
Lead blocksqty 140
Diving finsqty 28
Dive computersqty 28
Diving buoysqty 8
Dive lightsqty 12
Surface markingsqty 6
Supply binsqty 12

Safety

Oxygen kit
First aid kitqty 2
Life ringsqty 2
Walkie-talkiesqty 8
Whistlesqty 8
Reflective vestsqty 8
Flashlightsqty 10
Waterproof phone casesqty 6

Kitchen

Gas burnersqty 3
Gas cylindersqty 4
Cooking potsqty 4
Frying pansqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Coolersqty 6
Water jugsqty 6

Tableware

Platesqty 32
Bowlsqty 32
Mugsqty 32
Drinking glassesqty 32
Cutlery setsqty 32

Lighting

String lightsqty 4

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Power banksqty 8

Organization

Name badgesqty 32
Wristbandsqty 32
Clipboardsqty 6
Pensqty 24
Waterproof notebooksqty 12

Cleaning

Washing-up tubsqty 3
Spongesqty 12
Microfiber clothsqty 12
Hand broomsqty 3
Trash binsqty 6

Catering

Groceries

Tips

Collect registrations, diving experience, certificates, medical certificates, dietary requirements and emergency contacts before finalising groups. Set a clear deadline at least 2 weeks before camp so missing information does not delay the programme.
Reserve the dive location, campsite, instructors and rental equipment before sending final participant information. Confirm the booking details at least 4 weeks ahead, especially when the camp depends on a specific weekend.
Write the diving programme only after checking experience levels and certificates. Assign groups with an instructor for each planned dive, and prepare an alternative site before the final weather check.
Inspect every diving set before departure and have the cylinders filled in time for the first dive. Keep safety equipment such as the oxygen kit, first aid kit, life rings and walkie-talkies together where staff can reach it quickly.
Send one practical information pack before the camp with arrival time, transport arrangements, tent and room assignments, what to bring, dietary notes and the weather-related plan. Recheck the forecast 24 to 48 hours before diving and tell participants immediately if the schedule changes.

Frequently asked questions

How far in advance should I plan a diving camp?: Start bookings about 6 to 8 weeks before the camp. Aim to have the participant list, registrations and diving documents complete at least 2 weeks before arrival.
What information should I collect from diving camp participants?: Collect registration details, diving experience, certificates, medical certificates, dietary requirements and an emergency contact for every participant. Set the collection deadline at least 14 days before camp.
When should diving equipment and cylinders be checked?: Inspect the diving sets several days before departure, not at the water’s edge. Arrange for the cylinders to be filled before the first scheduled dive and confirm the fill arrangements in advance.
What should a diving camp backup plan include?: Choose an alternative dive site before sending the final programme and check the weather again 24 to 48 hours before each dive. Include a clear decision time so groups know when the site or schedule will change.

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