Diving competition checklist and planning guide

A diving competition depends on precise timing, clear judging and equipment that is ready before the first group arrives. This checklist takes you from booking the venue and setting the rules to publishing the start order and preparing jury sets. Plan registration, dietary information and audience guidance early, then leave time to check access, power, sound and sports equipment on site. The final print run should include participant lists, start lists and jury forms, with spare copies available at the officials’ table.

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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 competition venue
Set the match rules
2 people
Determine race categories
2 people
Invite the judges
Record officiating
Assign supervisors
Arrange first aid staffing
Invite participants
2 people
Send audience information
Process registrations
2 people
Collect dietary requirements
Assign starter groups
2 people
Publish the starting order
Prepare jury forms
2 people
Order prizes
Order catering
Check material stock
2 people
Reserve sports equipment
Prepare the layout
Check the access route
2 people
Do the shopping
2 people
Collect prizes
Compile jury sets
2 people
Print participant list
Print start lists
Prepare name badges
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up coffee station
2 people
Set up the registration table
2 people
Set up judges' table
2 people
Set up audience seating
4 people
Mark the competition area
2 people
Hang up signage
2 people
Test audio and microphone
2 people
Prepare first aid supplies
Hold the jury briefing
8 people

Event

Register participants
3 people
Hand out race numbers
2 people
Assist with the swim-in
3 people
Hand out judging forms
Welcome the audience
3 people
Handle the opening announcement
Supervise competition events
4 people
Collect scores
2 people
Enter scores
2 people
Call participants
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Keep the public area tidy
2 people
Provide the jury break
2 people
Prepare awards ceremony
2 people
Handle prize ceremony
3 people
Prepare the closing announcement
Let the audience out
3 people

Aftercare

Collect judging forms
2 people
Archive competition results
Clear away sports equipment
3 people
Clear tables and chairs
4 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Check changing rooms
2 people
Clean the competition area
4 people
Return borrowed equipment
2 people
Store leftover stock
2 people
Email results to participants
Archive prizes and documents

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Jury tablesqty 3
Changing room benchesqty 6
Waste binsqty 8
Party tentsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Thermos flasksqty 6
Water jugsqty 8

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Sports equipment

Bib numbersqty 60
Stopwatchesqty 4
Whistlesqty 4
Scoreboardsqty 2
Scoreboard markersqty 10
Judge clipboardsqty 8
Jury table cardsqty 8
Non-slip matsqty 12
Barrier tapeqty 4
Conesqty 20
Stop signsqty 6
Swim capsqty 60
Towelsqty 30
Spare swimwearqty 4

Safety

First aid kit
Emergency blanketsqty 6
Nitrile glovesqty 2
Flashlightsqty 4
Warning signsqty 8

Decorations

Competition postersqty 10
Direction signsqty 12
Tableclothsqty 8
Medal ribbonsqty 30
Cupsqty 12

Office

Printer paperqty 2
Pen setsqty 3
Waterproof markersqty 12
Tapeqty 6
Scissorsqty 4
Name stickersqty 100
Clip sleevesqty 80

Cleaning

Mopsqty 6
Bucketsqty 4
Spongesqty 12
Hand broomsqty 4
Trash bag holdersqty 8

Catering

Groceries

Tips

Set the competition format before inviting participants. Confirm the rules, race categories and judging process first, then use those decisions to build the registration form and starting groups.
Close registrations early enough to publish the starting order before competition day. Allow at least 3–5 days to check entries, dietary requirements and group assignments, and send the final information to participants and spectators.
Prepare one complete jury set for every judging position, including a clipboard, table card, forms and writing materials. Print participant and start lists in duplicate so the registration desk and officials’ table each have a copy.
Test the venue layout before the event starts. Check the access route, changing-room benches, non-slip mats, barrier tape, cones, tables and chairs, then place jury tables where officials can see the action without blocking circulation.
Check technical and safety equipment on the day before competition. Test the laptop, printer, sound system, wireless microphones, extension cords and power strips, and confirm first-aid staffing and supervisor assignments before doors open.

Frequently asked questions

How far in advance should I organise a diving competition?: Start venue, judge and safety planning at least 6–8 weeks before the competition. Open registrations once the rules and race categories are fixed, then reserve the final 3–5 days for start lists, jury forms and equipment checks.
When should the starting order be published?: Publish it after registrations close and participant details have been checked, ideally 3–5 days before the event. Keep a printed copy at registration and another at the jury table in case the online version is missed.
How many judges and supervisors do I need for a diving competition?: The number depends on your rules, categories and venue layout, so assign positions before invitations go out. Confirm every judge, supervisor and first-aid staff member at least 7 days before the event, with a named replacement for unavoidable absences.
What should I check at the venue before competition day?: Do a full walk-through 1 day beforehand. Check the access route, changing areas, non-slip mats, barriers, cones, jury tables, power supply, sound system, sports equipment and the location of first-aid support.

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.