Diving course checklist

A diving course needs more than a booked dive site and a group of participants. Instructors, medical certificates, emergency contacts, equipment, filled cylinders and safety gear all need checking before anyone enters the water. This checklist puts the work in a practical order, from confirming the location and registrations to setting up the reception area and giving the safety briefing. Use it to spot details that are often left until the last day, such as charging dive computers and checking the weather forecast.

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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 diving location
Confirm instructors
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Request medical certificates
Send the course schedule
Collect emergency contacts
Reserve diving gear
Have scuba tanks filled
Purchase catering
2 people
Check diving suits
2 people
Check stewards
2 people
Charge dive computers
Check the weather forecast
Remind participants
Set out coffee and tea
2 people
Set up the reception table
2 people
Set up tables and chairs
3 people
Lay out diving equipment
3 people
Place safety equipment
2 people

Event

Register participants
2 people
Give the introduction and safety briefing
2 people
Explain diving equipment
2 people
Adjust equipment to fit
3 people
Practice pool skills
3 people
Serve break drinks
2 people
Swap diving cylinders
2 people
Supervise open water practice sessions
3 people
Serve the hot meal
3 people
Refill drinks
Administer practical test
2 people
Hand out certificates

Aftercare

Rinse diving equipment
3 people
Let diving gear dry
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
2 people
Inventory supplies
2 people
Return rented equipment
2 people
Archive participant documents
Follow up with participants

What to bring

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

Furniture

Foldable tablesqty 4
Chairsqty 14
Clothes racksqty 2
Storage binsqty 8

Sports equipment

Dive masksqty 12
Snorkelsqty 12
Diving finsqty 12
Wetsuitsqty 12
Flotation vestsqty 12
Diving regulatorsqty 12
Diving cylindersqty 14
Lead beltsqty 12
Lead blocksqty 96
Dive computersqty 12
Dive compassesqty 12
Surface marker buoysqty 4
Diving linesqty 2
Diving finsqty 12
Water temperature metersqty 2

Equipment

Air compressor
Walkie-talkiesqty 3
Megaphone
Extension cordsqty 2

Safety

First aid kit
Oxygen kit
Life ringsqty 2
Emergency blanketsqty 4
Emergency lightsqty 3

Tableware

Reusable drinking glassesqty 20
Platesqty 20
Cutlery setsqty 20

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 2
Serving plattersqty 6

Cleaning

Drying racksqty 4
Microfiber clothsqty 12

Catering

Groceries

Tips

Ask for medical certificates and emergency contacts when participants register, rather than chasing them in the final week. Keep both lists together so instructors can access the information quickly.
Send the course schedule at least 3 days before the start. Include the arrival time, registration process, safety briefing and any advice about clothing, food or personal equipment.
Check wetsuits, masks, fins, regulators, cylinders, lead belts and flotation vests against the participant list before setup. Equipment shortages are much harder to solve once registration has started.
Have scuba tanks filled and charge every dive computer before the course day. Keep spare batteries or charging options available for radios, lights and other electronic safety equipment.
Set up registration, coffee and tea, tables, chairs and clothing storage before participants arrive. Leave a clear area for the safety briefing, equipment explanation and placement of emergency equipment.

Frequently asked questions

How far in advance should I book a diving location?: Book the diving location as soon as you know the expected group size and preferred course date. Aim for at least 4 weeks ahead so you have time to confirm instructors, equipment availability and site-specific safety arrangements.
When should participants submit medical certificates for a diving course?: Request medical certificates during registration and set a deadline at least 7 days before the course. This gives you time to follow up or clarify missing information with the participant and instructor.
How many days before a diving course should I send the schedule?: Send the final schedule 3 to 5 days before the course. Include the meeting time, registration details, briefing time, equipment instructions and any last-minute weather or safety updates.
When should diving equipment and cylinders be checked?: Complete the main equipment check 1 to 2 days before the course, then do a quick count on the morning itself. Check the suits, masks, fins, regulators, cylinders, lead weights, dive computers and safety equipment against the participant list.

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