Diving Championship Checklist

A diving championship needs more than a pool and a start list. You need confirmed officials, clear race categories, working timing and scoring equipment, and a venue that is safe for wet-foot traffic. This checklist covers the planning sequence from reserving the pool and opening registration to inspecting the competition area, preparing the jury table, and keeping participants and spectators informed. Use it to identify tasks that are easy to leave until the final week.

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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

Reserve pool
Set the match rules
2 people
Assign judges
Schedule officials
2 people
Determine race categories
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Prepare the start list
2 people
Set Up the Jury Table
Order prizes
Create audience information
Send directions
Order groceries
2 people
Check materials
2 people
Checking prizes
Print bib numbers
Print competition sheets
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Inspect the competition area
3 people
Set up competition table
2 people
Set up jury tables
2 people
Set up chairs
3 people
Barrier off the public route
2 people
Set up signage
2 people
Set up registration desk
2 people
Set up catering point
3 people
Connect the technical equipment
2 people
Prepare score sheets
2 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Welcome the audience
3 people
Give technical briefing
3 people
Give the opening speech
Give the jury briefing
2 people
Guide the preliminary round
6 people
Collect score sheets
2 people
Process interim results
2 people
Serve break snacks
3 people
Refill drinks
2 people
Announce finalists
Prepare the final
4 people
Lead the final
6 people
Check the jury decision
3 people
Open the buffet
3 people
Prepare awards ceremony
3 people
Handle prize ceremony
3 people
Take group photo
2 people
See the crowd off
3 people

Aftercare

Close catering
3 people
Collect materials
4 people
Archive scoring materials
2 people
Separate waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Disconnect equipment
2 people
Return borrowed items
2 people
Publish results
Thank participants
Store leftovers
2 people
Dispose of the last waste
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Jury tablesqty 6
Bar stoolsqty 4
Coat racksqty 4

Sports equipment

Bib numbersqty 120
Swim capsqty 120
Referee whistlesqty 6
Stopwatchesqty 6
Scoreboardsqty 6
Spare towelsqty 20
Non-slip matsqty 8
Barrier tapeqty 6
Conesqty 20
Wet floor signsqty 12

Equipment

Laptopsqty 3
Tabletsqty 6
Printersqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 3
Power banksqty 6
Camera
Memory cardsqty 3
Walkie-talkiesqty 8
Megaphone

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20
Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 8
Thermos flasksqty 6
Serving utensilsqty 12

Catering

Coolersqty 6
Buffet warmersqty 4
Ice cube traysqty 4
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos bottlesqty 4
Water jugsqty 8
Serving tongsqty 8
Buffet traysqty 12
Table runnersqty 12
Napkin holdersqty 12
Groceries

Decorations

Competition postersqty 8
Welcome sign
Placement signsqty 3
Table décorqty 12
Balloon archesqty 2
Ribbonsqty 6
Winner's cupsqty 12
Medalsqty 36
Certificatesqty 40
Prize tablecloth

Lighting

LED string lightsqty 6
Battery lanternsqty 8

Cleaning

Mopsqty 6
Bucketsqty 6
Broom setsqty 4
Floor squeegeesqty 4
Cleaning cartsqty 2
Waste binsqty 12
Waste binsqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Microfiber clothsqty 30
Rubber glovesqty 12
First aid kit

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen tweezersqty 2
Aluminum foilqty 2
Cling filmqty 2
Cooling matsqty 8
Paper towel holdersqty 4

Tips

Reserve the pool before opening registration, then set the match rules and race categories so the registration form and invitations contain accurate information. Changing categories after registrations arrive creates avoidable work.
Assign judges and schedule all officials several weeks before competition day. Confirm arrival times, responsibilities, and how results will be recorded; a jury table without enough people or equipment can delay every round.
Print bib numbers, competition sheets, and the start list before the venue opens. Bring a printer or spare printed copies, because last-minute participant changes are common and a single missing sheet can disrupt check-in.
Inspect the competition area before participants arrive, paying particular attention to non-slip mats, barrier tape, cones, and wet-floor signs. Keep spare towels available and mark routes where swimmers, officials, and spectators may cross.
Order groceries only after you know the confirmed participant count and dietary requirements. Chill drinks and prepare snacks before the first event, rather than trying to serve refreshments while officials are managing starts and scoring.

Frequently asked questions

How far in advance should I organise a diving championship?: Start at least 8 to 12 weeks ahead if you need to reserve a pool, recruit judges, invite competitors, and process registrations. Finalise the start list and print competition materials during the last 3 to 5 days.
What equipment is needed for a diving championship?: Plan timing and scoring equipment such as stopwatches, scoreboards, laptops or tablets, printers, and competition sheets. Also prepare bib numbers, swim caps, referee whistles, spare towels, non-slip mats, wet-floor signs, and communication equipment for officials.
When should I confirm diving championship participants?: Set a registration deadline around 2 to 3 weeks before the event, then confirm participants and collect dietary requirements immediately afterward. Prepare the final start list once late changes have been checked with the officials.
How do I make a diving competition venue safe?: Inspect the competition area before opening and place non-slip mats, wet-floor signs, cones, and barrier tape where needed. Keep spectator and competition routes separate, and allow at least 30 minutes before the first event for the safety check and setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.