Diving festival checklist: what to arrange and when

A diving festival needs more than a dive programme and a set of tanks. You need a checked water site, a clear safety plan, the right permits, trained guides and reliable equipment before participants arrive. This checklist helps you work through registrations, conditions, volunteers, deliveries and final preparations in sequence. It also highlights details that are easy to leave until the last day, such as printing the participant list, sorting wristbands and checking the oxygen set.

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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

Confirm date and location
2 people
Inspect water site
3 people
Prepare safety plan
2 people
Put together the dive program
2 people
Document demonstrations
2 people
Make reservations
Send invitations
2 people
Open the registration form
Communicate the dive conditions
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm dive guides
Arrange deliveries
Check permits
2 people
Check the weather forecast
Print participant list
Sort wristbands
2 people
Do the shopping
3 people
Check diving equipment
3 people
Check diving cylinders
2 people
Check the oxygen set
2 people
Sort materials by mail
3 people
Prepare snacks
3 people
Chill drinks
2 people
Prepare route signs
2 people
Cordon off the area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up catering point
3 people
Lay out diving equipment
4 people
Set out safety buoys
3 people
Set up the underwater course
4 people
Hang lighting
3 people
Test sound system
2 people
Give staff briefing
3 people

Event

Open registration desk
3 people
Welcome visitors
4 people
Register participants
3 people
Give the dive briefing
2 people
Coordinate material distribution
3 people
Supervise trial dives
5 people
Perform a diving demonstration
4 people
Demonstrate underwater photography
3 people
Lead the dive quiz
2 people
Present dive stories
2 people
Serve snacks
3 people
Prepare barbecue
3 people
Serve barbecue
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Provide music
Operate the light show
Carry out safety supervision
3 people
Empty trash bins
2 people
See off the last visitors
3 people

Aftercare

Collect the diving equipment
4 people
Collect diving cylinders
2 people
Clean up the venue
5 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Clean equipment
3 people
Let equipment dry
2 people
Inventory materials
2 people
Return borrowed items
2 people
Check deposit materials

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
High tablesqty 6
Tableclothsqty 10

Sports equipment

Diving suitsqty 20
Dive masksqty 24
Snorkelsqty 20
Diving finsqty 24
Flotation vestsqty 20
Diving regulatorsqty 20
Diving cylindersqty 24
Lead beltsqty 20
Lead blocksqty 240
Dive computersqty 12
Dive lightsqty 12
Underwater guide linesqty 4
Safety buoysqty 8
Surface marker buoysqty 6
Underwater objectsqty 12
Underwater camerasqty 3
Waterproof clipboardsqty 6
Life ringsqty 4
Throw linesqty 4
Water shoesqty 20

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile oxygen kit
First aid kitsqty 2
Flashlightsqty 6

Lighting

String lightsqty 8
LED floodlightsqty 6
Battery lanternsqty 6

Decorations

Route signsqty 12
Information bannersqty 6
Directional signsqty 10
Wristbandsqty 120
Name badgesqty 120
Table décorqty 10

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Pouring jugsqty 8

Kitchen

Coolersqty 6
Food warmersqty 4
Barbecuesqty 2
Serving plattersqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Thermos flasksqty 6

Cleaning

Waste binsqty 10
Litter pickersqty 4
Bucketsqty 6
Spongesqty 12
Dish brushesqty 4

Catering

Groceries

Tips

Inspect the water site early and record entry points, underwater hazards, emergency access and areas that need guide lines or safety buoys. Do not wait until the festival morning to discover that conditions have changed.
Set a firm deadline for registration and dietary requirements, then use the final numbers to assign volunteers, confirm dive guides and prepare snacks and drinks. Keep the participant list ready for printing before the last working day.
Check diving suits, masks, snorkels, fins, regulators, cylinders, lead belts and dive computers as a complete system. Test the oxygen set and confirm that safety equipment, including life rings and throw lines, is accessible at the water’s edge.
Communicate dive conditions before participants travel, including weather-dependent changes and any equipment or experience requirements. Check the forecast again close to the event and make the final call using the safety plan.
Arrange deliveries and sort mailed materials before setup begins. Create separate areas for wristbands, waterproof clipboards, underwater objects and event equipment so volunteers are not searching for items while dives are starting.

Frequently asked questions

How far in advance should I plan a diving festival?: Start planning at least 8 to 12 weeks ahead. Use the first weeks to confirm the date and water site, check permits, build the dive programme and open registration; leave the final 7 days for weather, equipment and participant-list checks.
What safety equipment does a diving festival need?: Plan access to an oxygen set, life rings, throw lines, safety buoys and surface marker buoys. Check every item at least 24 hours before the festival and place the emergency equipment where guides and volunteers can reach it immediately.
When should participants receive the diving conditions?: Send the conditions as soon as registration opens, then issue a final update 24 to 48 hours before the event. Include the expected weather, water conditions, meeting arrangements and any changes to the dive programme.
When should I check the diving equipment and cylinders?: Carry out a first equipment check about one week before the festival, when there is still time to replace or repair missing items. Repeat the check on the day before the event, including cylinders, regulators, dive computers and the oxygen set.

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