Diving trip checklist: what to arrange and when

A diving trip needs more than tanks and wetsuits. Before the day, you need confirmed registrations, diving experience and medical information, plus a reserved location, transport and cylinders. In the final days, inspect every piece of equipment, charge dive computers, check batteries and share the route and participant information. This checklist also covers arrival, attendance, the briefing and buddy-pair confirmation so the group can enter the water with a clear plan.

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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

Send invitations
Process registrations
Collect dietary requirements
Check diving experience
Request medical information
Reserve diving location
Reserve diving cylinders
Arrange transport
Check the route and parking area
Check the weather forecast
Send participant information
Print diving plan
Assign buddy pairs
Inventory diving equipment
2 people
Inspect diving equipment
2 people
Charge dive computers
Check batteries and batteries
Do the shopping
2 people
Prepare snacks and meal
2 people
Pack bags per participant
2 people
Load materials
3 people

Event

Receive participants
2 people
Register attendance
Give the diving briefing
2 people
Confirm buddy pairs
Hand out diving equipment
3 people
Assemble dive sets
3 people
Conduct a safety check
2 people
Guide the first dive
3 people
Store dive cylinders safely
2 people
Serve drinks and snacks
2 people
Refill drinks
Give the second dive briefing
2 people
Guide the second dive
3 people
Serve the meal
2 people
Check out participants
Collect diving equipment
3 people
Load materials and waste
3 people

Aftercare

Rinse dive equipment
2 people
Let diving gear dry
Check diving sets
2 people
Return dive tanks
2 people
Return borrowed materials
2 people
Clean tableware and coolers
2 people
Collect and take away waste
Clean the vehicle
2 people

What to bring

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

Sports equipment

Diving suitsqty 12
Dive masksqty 12
Snorkelsqty 12
Diving finsqty 12
Flotation vestsqty 12
Diving regulatorsqty 12
Diving cylindersqty 24
Lead beltsqty 12
Lead blocksqty 48
Dive computersqty 12
Surface marker buoysqty 4
Diving buoysqty 2
Dive lightsqty 6
Dive knivesqty 4
Towelsqty 24
Waterproof bagsqty 6

Safety

First aid kit
Emergency blanketqty 12
Flashlightsqty 4
Whistlesqty 12
Waterproof phone casesqty 4

Equipment

Coolersqty 3
Rechargeable power banksqty 4
Extension cordsqty 2

Furniture

Foldable tablesqty 3
Folding chairsqty 14

Tableware

Reusable cupsqty 30
Platesqty 20
Cutlery setsqty 20

Kitchen

Cutting boardsqty 2
Chef's knifeqty 2
Frying pansqty 2
Serving spoonsqty 4
Kitchen lighterqty 2

Cleaning

Washing-up basinsqty 4
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Close registrations early enough to review experience levels and medical information before assigning buddy pairs. Send the participant information and practical route details at least 3 days before the trip.
Count cylinders, regulators, masks, fins, suits, lead belts and lead blocks against the final attendee list. Do this 2 to 3 days ahead, then inspect the equipment rather than relying on the inventory alone.
Check the weather forecast and the route, parking area and access conditions 24 hours before departure. A last-minute change is much easier to communicate before people start driving.
Charge dive computers and test batteries, lights and other powered equipment the evening before. Pack each participant’s gear in a waterproof bag and keep safety equipment easy to reach.
Prepare snacks, a meal and drinks before loading the vehicle, and keep them in coolers. On arrival, register attendance before the diving briefing, then confirm buddy pairs once everyone is present.

Frequently asked questions

How far in advance should I plan a diving trip?: Start registrations and the location, cylinder and transport arrangements at least 2 to 4 weeks before the trip. Close registrations several days before departure so you can check experience, medical information and dietary requirements.
What should I check the day before a diving trip?: Check the weather, route and parking area, inspect the diving equipment, charge dive computers and test batteries and lights. Finish packing, food and participant information by the evening before departure.
How many spare items should I bring on a diving trip?: Match the main equipment to the confirmed number of divers and bring at least 1 complete backup set for critical shared items where possible. Also carry spare batteries and enough first-aid and communication equipment for the full group.
When should buddy pairs be assigned?: Prepare provisional buddy pairs after registrations close and the diving experience has been checked. Confirm the pairs after attendance is registered and the briefing has been given, before anyone enters the water.

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