Diving excursion checklist
A diving excursion needs more preparation than booking a dive site and packing a mask. You need time to verify experience levels, medical certificates, emergency contacts, equipment and current conditions before anyone enters the water. This checklist takes you from registrations and reservations through loading, arrival and participant briefing. Use it to keep safety information, filled cylinders, transport and food on the same schedule instead of discovering a missing item at the dive site.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Send invitations
Process registrations
Inventory diving experience
Collect dietary requirements
Collect medical certificates
Register emergency contacts
Reserve diving location
Reserve diving equipment
Arrange transport
Check the weather forecast
Check diving conditions
Send participant information
Develop the dive plan
2 people
Review the emergency procedure
2 people
Check diving equipment
2 people
Have scuba tanks filled
Do the shopping
2 people
Chill food and drinks
2 people
Assign participants
Prepare materials per participant
3 people
Check route to venue
Load food and drinks
3 people
Load the diving equipment
4 people
Departure to the dive site
2 people
Event
Receive participants
2 people
Register attendance
Hand out diving equipment
3 people
Give the safety briefing
2 people
Assign buddy pairs
Carry out equipment and buddy check
4 people
Guide the first dive
4 people
Store dive cylinders safely
2 people
Serve drinks and snacks
2 people
Discuss diving experiences and signals
2 people
Prepare the second dive
4 people
Guide the second dive
4 people
Equip participants safely
4 people
Serve dinner
3 people
Refill drinks
Rinse dive equipment
3 people
Sort and pack materials
4 people
Leave the venue clean
3 people
Escort the return trip
2 people
Aftercare
Unload materials
3 people
Clean the dive suits and hoses
3 people
Let equipment dry
2 people
Check equipment for damage
2 people
Return rental equipment
2 people
Store leftover stock
Collect and remove waste
2 people
Follow up with participants after incidents
What to bring
Grouped the way you'd shop for it, with quantities.
Sports equipment
- Diving suitsqty 24
- Flotation vestsqty 24
- Diving regulatorsqty 24
- Diving cylindersqty 48
- Dive masksqty 24
- Diving finsqty 24
- Dive computersqty 24
- Lead beltsqty 24
- Lead blocksqty 96
- Dive lightsqty 12
- Surface marker buoysqty 8
- Diving flagsqty 2
- Dive knivesqty 8
- Dry bagsqty 24
- Towelsqty 30
Safety
- First aid kitsqty 2
- Oxygen kit
- Emergency blanketsqty 6
- Waterproof walkie-talkiesqty 4
- Rescue line
Equipment
- Waterproof phone coversqty 4
- Flashlightsqty 6
Furniture
- Foldable tablesqty 3
- Folding chairsqty 12
Kitchen
- Coolersqty 4
- Thermos flasksqty 3
- Cutting boardsqty 3
- Knivesqty 3
- Serving tongsqty 4
Tableware
- Reusable cupsqty 30
- Reusable platesqty 30
- Reusable cutleryqty 30
Cleaning
- Sinksqty 4
- Drying racksqty 4
- Hand soap dispensersqty 2
- Microfiber clothsqty 12
- Waste binsqty 3
Groceries
- Groceries
Tips
- Collect diving experience, medical certificates, dietary requirements and emergency contacts before finalising assignments. Set a registration deadline at least 7 days before departure so you have time to follow up.
- Reserve the dive location, equipment and transport as soon as the participant list is reliable—ideally 2 to 4 weeks ahead. Confirm availability again 48 hours before the excursion.
- Check the forecast and diving conditions on the day before and again on the morning of departure. If conditions affect visibility, waves or access, update participants before they travel.
- Prepare each participant’s materials separately and check every equipment category before loading: suits, masks, fins, regulators, cylinders, weights, dive computers, lights and surface marker buoys. Have cylinders filled no later than the day before.
- Keep the emergency procedure, oxygen kit, first aid kit, emergency blankets, rescue line and waterproof communication devices together and accessible. Brief the group before departure, not after reaching the water.
Frequently asked questions
- How far in advance should I organise a diving excursion?
- Start reservations 2 to 4 weeks before the planned date, especially for the dive site, equipment and transport. Close registrations at least 7 days beforehand so you can check experience, medical certificates and emergency contacts.
- When should diving cylinders be filled?
- Have the cylinders filled no later than the day before the excursion. Check the number and condition of the cylinders again during loading, before leaving for the dive site.
- What information should participants receive before a diving trip?
- Send the meeting time, route, location, equipment arrangements, required personal items and the dive plan at least 48 hours before departure. Include the emergency procedure and a clear deadline for medical or dietary information.
- When should I check the weather and diving conditions?
- Check both the weather forecast and diving conditions the day before, then repeat the check on the morning of departure. Use the final check to confirm that the planned site, route and schedule are still suitable.
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