Diving clinic checklist and planning guide
A diving clinic needs more than a booked dive school and a set of tanks. You need to confirm the site, permits, instructors and equipment before inviting participants, then collect medical forms and permissions early enough to build safe groups. This checklist follows the work from first arrangements to opening the venue. It also covers details people often leave too late, such as weather checks, emergency information, parking directions and an alternative program.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and location
Book a dive school
Check dive permit
Confirm instructors
Confirm equipment rental
Set the participant limit
2 people
Send invitations
Process registrations
Collect dietary requirements
Send medical forms
Check permissions
Finalize the participant list
Create buddy pairings
2 people
Assign diving groups
2 people
Check the weather forecast
Confirm alternative program
2 people
Send practical info to participants
Check the shopping list
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Check diving equipment
3 people
Print emergency numbers
Print route and parking information
Open venue
2 people
Inspect the grounds and waterfront
2 people
Set up the registration desk
2 people
Set up tables and chairs
3 people
Set up shade areas
3 people
Set up the catering table
2 people
Prepare diving equipment per group
4 people
Check personal equipment
3 people
Place cylinders safely
3 people
Set up the briefing room
2 people
Event
Staff the registration desk
2 people
Receive participants
3 people
Check attendance
Check medical certificates
Serve coffee and tea
2 people
Give the safety briefing
3 people
Explain diving theory
2 people
Demonstrate the equipment
3 people
Help participants get changed
3 people
Assist with putting on gear
4 people
Guide the first diving group
3 people
Guide the second dive group
3 people
Guide the third dive group
3 people
Clean diving equipment
4 people
Provide participants with warm clothing
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Prepare barbecue
3 people
Serve barbecue
4 people
Serve vegetarian meals
2 people
Debrief dive experiences
2 people
Present Certificates
2 people
See participants off
2 people
Aftercare
Store leftovers in the fridge
2 people
Inventory diving equipment
3 people
Pack dive equipment
4 people
Collect waste
3 people
Wash the dishes and kitchenware
3 people
Clear tables and chairs
3 people
Dismantle shaded areas
3 people
Clean the venue
3 people
Collect lost property
Lock up the venue
2 people
Return rented equipment
2 people
Store leftover groceries
Send participants' photos
Send certificates digitally afterward
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 30
- Party tentsqty 3
- Registration folding table
- Clothes racksqty 3
Sports equipment
- Diving suitsqty 24
- Dive masksqty 24
- Snorkelsqty 24
- Diving finsqty 24
- Flotation vestsqty 24
- Diving cylindersqty 24
- Breathing Apparatusqty 24
- Pressure gaugesqty 24
- Lead beltsqty 24
- Lead blocksqty 120
- Diving buoysqty 6
- Surface marker buoysqty 6
- Diving flagsqty 3
- Dive computersqty 24
- Neoprene glovesqty 24
- Neoprene shoesqty 24
- Spare glassesqty 4
- Spare finsqty 4
- Supply binsqty 12
- Sinksqty 4
- Dive equipment brushesqty 4
- Thermal blanketsqty 30
- Life ringsqty 2
- Throw linesqty 2
- Waterproof writing slatesqty 6
- Underwater pencilsqty 12
Equipment
- Compressors
- Walkie-talkiesqty 6
- Megaphone
- Speaker
- Extension cordsqty 3
- Power stripsqty 3
- Coolersqty 4
- Kettlesqty 2
- First aid kit
- Oxygen kit
- Thermometerqty 2
- Waterproof phone casesqty 4
Kitchen
- Barbecueqty 2
- Gas cylindersqty 2
- Gas lightersqty 2
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving plattersqty 8
- Barbecue tongsqty 4
- Aluminum foilqty 2
Tableware
- Platesqty 36
- Bowlsqty 36
- Glassesqty 48
- Coffee cupsqty 30
- Mugsqty 30
- Cutlery setsqty 36
- Serving spoonsqty 8
- Coffee potqty 2
- Tea potqty 2
Lighting
- LED lampsqty 6
- Battery lanternsqty 4
Cleaning
- Waste binsqty 6
- Hand broomsqty 2
- Floor squeegeesqty 2
- Bucketsqty 4
- Spongesqty 6
- Dish brushesqty 4
- Tea towelsqty 12
- Hand soap dispensersqty 3
Decorations
- Name badgesqty 30
- Directional signsqty 8
- Warning tapeqty 2
Catering
- Groceries
Tips
- Set the participant limit before sending invitations. The number must fit the confirmed instructors, rental equipment and available cylinders, not just the space on shore.
- Send medical forms, permissions and dietary questions with the registration information. Set a firm return deadline at least 7 days before the clinic so missing details do not delay the final participant list.
- Create buddy pairings and diving groups only after registrations are closed. Share the practical grouping information with participants at least 3 days beforehand, while keeping room for instructor changes.
- Check the weather forecast 48 hours before the clinic and confirm the alternative program at the same time. Do not wait until the morning itself to decide what happens if the waterfront is unsuitable.
- Prepare the arrival point before participants come in: place the registration table, route and parking information, emergency numbers, clothes racks and thermal blankets where they can be found quickly. Inspect the grounds and waterfront before opening.
Frequently asked questions
- How far in advance should I organize a diving clinic?
- Start arranging the dive school, location, permit and instructors at least 6 to 8 weeks ahead. Send invitations once the participant limit and equipment availability are confirmed.
- When should participants return medical forms and permissions?
- Set the deadline no later than 7 days before the clinic. This gives you time to follow up, finalize the participant list and create buddy pairings and diving groups.
- How many instructors do I need for a diving clinic?
- Use the dive school’s required supervision ratio and base the participant limit on that number. Confirm the instructors and their availability before accepting registrations, then review the groups again after the final list is complete.
- When should I check the weather for a diving clinic?
- Check it once during the week before the clinic and again 48 hours before the start. Use the second check to confirm whether the planned dive can go ahead and whether participants need information about the alternative program.
Start this plan in Lizzt
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