Diving competition checklist: what to arrange and when

A diving competition runs smoothly when judging, registration and pool access are settled before anyone arrives. Start with the pool booking and match rules, then build the schedule around confirmed judges, volunteers and registered divers. In the final week, prepare the start order, jury briefing and waterproof scoring materials. On the day, allow time for the registration desk, jury tables, sound equipment and refreshments before the first segment begins.

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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
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm judges
Assign volunteers
2 people
Plan competition segments
2 people
Order prizes
Publish the program
Check participant list
2 people
Create the start order
2 people
Prepare jury briefing
Print score sheets
Inform participants
Do the shopping
2 people
Prepare sandwiches
3 people
Chill drinks
2 people
Gather competition materials
3 people
Pack materials for mailing
2 people
Check location and access
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the jury tables
3 people
Place scoreboards
2 people
Check competition materials
3 people
Test sound system
2 people
Place safety materials
2 people
Set up catering
3 people

Event

Hand out race numbers
3 people
Register participants
3 people
Brief the judges
2 people
Give the opening briefing
2 people
Lead the warm-up round
4 people
Supervise dive rounds
8 people
Enter scores
3 people
Check scores
2 people
Serve sandwiches
3 people
Refill drinks
2 people
Collect judging forms
2 people
Check the final standings
3 people
Handle prize ceremony
4 people
Announce the results
Check out participants
2 people

Aftercare

Collect used dishes
3 people
Clear away competition equipment
4 people
Clear tables and chairs
4 people
Collect waste
2 people
Wash dishes
3 people
Clean the venue
4 people
Return borrowed items
2 people
Send results digitally
Inform the winners

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 30
Coat racksqty 2

Sports equipment

Scoreboardsqty 2
Clipboardsqty 10
Stopwatchesqty 4
Whistlesqty 4
Bib numbersqty 70
Marker conesqty 12
Waterproof score foldersqty 10
Medalsqty 12
Certificatesqty 12
Prize boxesqty 12
Waterproof storage cratesqty 6

Equipment

Laptop
Printer
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3
Waterproof phone casesqty 4

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Water jugsqty 6

Safety

First aid kitsqty 2
Cold packsqty 8
Emergency blanketsqty 6
Non-slip matsqty 8

Decorations

Competition banner
Directional signsqty 8
Tableclothsqty 6

Cleaning

Mopsqty 4
Bucketsqty 4
Reusable cleaning clothsqty 20

Catering

Groceries

Tips

Reserve the pool before opening registration, and publish the match rules with the invitation so competitors know the format, entry requirements and scoring method before they sign up.
Close registrations early enough to check the participant list, dietary requirements and missing details. Create the start order only after the final list is confirmed, then send the program to participants before competition day.
Brief judges and volunteers before the first dive. Give the jury score sheets, clipboards, stopwatches, whistles and waterproof score folders, and keep spare writing materials in a waterproof storage crate.
Set up the registration desk, tables, chairs and jury tables before participants arrive. Test the laptop, printer, portable speaker, wireless microphone, extension cords and power strips while the pool area is still quiet.
Plan food and drinks around the competition schedule rather than leaving them until the last break. Prepare sandwiches, chill drinks, fill water jugs and place reusable cups, plates and cutlery where volunteers can serve without crossing the competition area.

Frequently asked questions

How far in advance should I book a pool for a diving competition?: Book the pool as soon as you have a target date, preferably at least 8 to 12 weeks before the competition. Confirm access time, changing-room availability, setup restrictions and the exact hours included in the booking before opening registration.
When should registration close for a diving competition?: Close registration at least 7 days before the event so you can process entries, check the participant list and prepare the start order. If heats or competition segments depend on numbers, allow 10 to 14 days for fewer last-minute changes.
How many judges and volunteers does a diving competition need?: Plan the judging panel and volunteer roles before publishing the program; the exact number depends on your rules and number of competition segments. Assign at least one person to registration, one to results and one to participant support, then add coverage for breaks and setup.
What should I prepare for scoring on competition day?: Prepare printed score sheets, clipboards, waterproof score folders, scoreboards and spare pens before the venue opens. Keep stopwatches, whistles and backup power banks together in one clearly labelled waterproof crate so officials can reach them quickly.

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