How to organise a camp swimming contest

A camp swimming contest needs more than race lanes and stopwatches. Start by fixing the competition format, venue capacity and events before you invite anyone. Then build the entry process, volunteer rota and race schedule around the number of swimmers you can safely manage. The details most often missed are confirmed officials, printed start lists, weather plans and a dry place for phones, paperwork and timing equipment.

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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

1
Define the competition concept
2 people
2
Reserve the pool and grounds
3
Define competition elements
2 people
4
Set participant limit
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Confirm judges
11
Create the match schedule
2 people
12
Create start lists
13
Confirm participants
14
Order prizes and medals
15
Check the weather forecast
16
Check the shopping list
17
Do the shopping
2 people
18
Collect prizes and medals
19
Gather competition materials
2 people
20
Print the starting lists
21
Prepare food and drink stations
2 people
22
Check pool safety
2 people
23
Set up tables and chairs
4 people
24
Build party tents
4 people
25
Mark out the race lanes
3 people
26
Set up judges' table
2 people
27
Set up the registration table
2 people
28
Chill drinks
2 people
29
Prepare snacks and lunch
3 people
30
Display prizes
31
Give volunteers a briefing
3 people

Event

32
Receive participants
3 people
33
Register participants
2 people
34
Explain the competition rules
35
Assist with the swim-in
3 people
36
Handle start signals
2 people
37
Record times
3 people
38
Monitor safety by the pool
3 people
39
Refill drinks
2 people
40
Serve snacks and sandwiches
3 people
41
Check results
2 people
42
Handle prize ceremony
3 people
43
Support the evening program
2 people
44
Serve the last refreshments
2 people
45
Remove waste regularly
2 people

Aftercare

46
Clear away competition equipment
3 people
47
Take down tables and chairs
4 people
48
Take down party tents
4 people
49
Wash the dishes and kitchenware
3 people
50
Clean the grounds
4 people
51
Dispose of waste
2 people
52
Return materials
2 people
53
Clean coolers and equipment
2 people
54
Send results to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Judges' table
Registration desk
Waste binsqty 6

Sports equipment

Swimming lanesqty 4
Starting blocksqty 4
Stopwatchesqty 6
Whistlesqty 4
Start signal
Life ringsqty 2
Swimming gogglesqty 6
Swim capsqty 50
Race numbersqty 50
Medalsqty 24
Cupsqty 6
Winner ribbonsqty 24

Equipment

Megaphone
Power banksqty 3
Extension cordsqty 3
Waterproof storage boxesqty 4

Tableware

Reusable drinking cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving jugsqty 4

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Serving tongsqty 6
Thermos flasksqty 3

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Hand broomsqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 3
First aid kit

Catering

Groceries

Tips

Set the event format before opening registration. Decide how many events each swimmer may enter, whether heats are needed and the maximum number of participants; this determines the timetable, lane use and number of officials.
Reserve the pool and surrounding area early enough to confirm access, changing facilities and space for party tents, the jury table, food points and spectators. Recheck the booking at least 14 days before the contest.
Close registration with enough time to process entries and create the schedule. Aim to send confirmed participants, start lists and arrival instructions at least 3 days before the event, not on the morning itself.
Assign volunteers to specific jobs and shifts rather than asking for general help. Cover check-in, starts, timing, lane supervision, food and safety, with a named replacement for every critical role.
Make the site weather-ready and equipment-ready the day before. Test stopwatches, the start signal and megaphone, charge powerbanks, pack paperwork in waterproof storage and check that life rings and swimming lanes are in place.

Frequently asked questions

How far in advance should I organise a camp swimming contest?: Start planning at least 6 to 8 weeks ahead. Reserve the pool first, then allow time for invitations, registration, volunteer scheduling, medals and the final race timetable.
How many swimmers can take part in a camp swimming contest?: Set the limit from the number of lanes, events and available officials, rather than choosing a round number. For a manageable schedule, calculate the maximum entries per heat and leave time for check-in, breaks and results.
When should I send the swimming contest start lists?: Send confirmed entries and start lists at least 3 days before the contest. Print an extra set for the jury table and keep a digital backup on a charged phone or powerbank.
What should I check on the day before a swimming contest?: Check the pool area, lanes, start blocks, stopwatches, whistles, life rings and start signal the day before. Also confirm the weather forecast, food and drinks, volunteer arrival times and a dry storage box for documents and electronics.

Start this plan in Lizzt

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