How to organise a diving championship

Organising a diving championship starts with the pool, competition format and officials—not with medals or refreshments. Set the match rules and race categories first, then build registration, judging and venue operations around them. Allow time to process entries, confirm dietary requirements and prepare the start list before printing bib numbers and competition sheets. On the day, inspect the competition area, test the scoring and announcement equipment, and keep wet-floor controls visible throughout the venue.

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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
Reserve pool
2
Set the match rules
2 people
3
Assign judges
4
Schedule officials
2 people
5
Determine race categories
2 people
6
Create registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm participants
2 people
11
Prepare the start list
2 people
12
Set Up the Jury Table
13
Order prizes
14
Create audience information
15
Send directions
16
Order groceries
2 people
17
Check materials
2 people
18
Checking prizes
19
Print bib numbers
20
Print competition sheets
2 people
21
Pick up groceries
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Open venue
2 people
25
Inspect the competition area
3 people
26
Set up competition table
2 people
27
Set up jury tables
2 people
28
Set up chairs
3 people
29
Barrier off the public route
2 people
30
Set up signage
2 people
31
Set up registration desk
2 people
32
Set up catering point
3 people
33
Connect the technical equipment
2 people
34
Prepare score sheets
2 people

Event

35
Receive participants
4 people
36
Hand out race numbers
2 people
37
Welcome the audience
3 people
38
Give technical briefing
3 people
39
Give the opening speech
40
Give the jury briefing
2 people
41
Guide the preliminary round
6 people
42
Collect score sheets
2 people
43
Process interim results
2 people
44
Serve break snacks
3 people
45
Refill drinks
2 people
46
Announce finalists
47
Prepare the final
4 people
48
Lead the final
6 people
49
Check the jury decision
3 people
50
Open the buffet
3 people
51
Prepare awards ceremony
3 people
52
Handle prize ceremony
3 people
53
Take group photo
2 people
54
See the crowd off
3 people

Aftercare

55
Close catering
3 people
56
Collect materials
4 people
57
Archive scoring materials
2 people
58
Separate waste
3 people
59
Wash dishes
3 people
60
Clear tables and chairs
4 people
61
Clean the venue
4 people
62
Disconnect equipment
2 people
63
Return borrowed items
2 people
64
Publish results
65
Thank participants
66
Store leftovers
2 people
67
Dispose of the last waste
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Jury tablesqty 6
Bar stoolsqty 4
Coat racksqty 4

Sports equipment

Bib numbersqty 120
Swim capsqty 120
Referee whistlesqty 6
Stopwatchesqty 6
Scoreboardsqty 6
Spare towelsqty 20
Non-slip matsqty 8
Barrier tapeqty 6
Conesqty 20
Wet floor signsqty 12

Equipment

Laptopsqty 3
Tabletsqty 6
Printersqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 3
Power banksqty 6
Camera
Memory cardsqty 3
Walkie-talkiesqty 8
Megaphone

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20
Serving plattersqty 12
Serving spoonsqty 8
Pitchersqty 8
Thermos flasksqty 6
Serving utensilsqty 12

Catering

Coolersqty 6
Buffet warmersqty 4
Ice cube traysqty 4
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos bottlesqty 4
Water jugsqty 8
Serving tongsqty 8
Buffet traysqty 12
Table runnersqty 12
Napkin holdersqty 12
Groceries

Decorations

Competition postersqty 8
Welcome sign
Placement signsqty 3
Table décorqty 12
Balloon archesqty 2
Ribbonsqty 6
Winner's cupsqty 12
Medalsqty 36
Certificatesqty 40
Prize tablecloth

Lighting

LED string lightsqty 6
Battery lanternsqty 8

Cleaning

Mopsqty 6
Bucketsqty 6
Broom setsqty 4
Floor squeegeesqty 4
Cleaning cartsqty 2
Waste binsqty 12
Waste binsqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Microfiber clothsqty 30
Rubber glovesqty 12
First aid kit

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen tweezersqty 2
Aluminum foilqty 2
Cling filmqty 2
Cooling matsqty 8
Paper towel holdersqty 4

Tips

Reserve the pool before opening registration, then set the match rules and race categories while you still have time to adjust session lengths. Include breaks in the schedule so officials, judges and competitors are not running continuously.
Assign judges and schedule officials before sending invitations. A clear rota should show who is judging, timing, managing the jury table and handling announcements for every session.
Close registration early enough to verify entries, collect dietary requirements and confirm participants before preparing the start list. Print bib numbers and competition sheets only after the final participant list has been checked.
Treat the jury table as an operational station, not just a table: place scoreboards, stopwatches, laptops or tablets, chargers and printed sheets there, and test every device before competitors arrive.
Inspect the pool deck before opening the venue. Put non-slip mats, barrier tape, cones and wet-floor signs where needed, and keep spare towels, referee whistles and walkie-talkies accessible to the team.

Frequently asked questions

How far in advance should I organise a diving championship?: Start at least 8 to 12 weeks ahead. Book the pool first, then allow several weeks for invitations, registrations, official scheduling and final participant confirmation.
When should registration close for a diving championship?: Close registration 10 to 14 days before the event if possible. This leaves time to check entries, collect dietary requirements, prepare the start list and print competition paperwork.
How many judges and officials do I need for a diving championship?: The number depends on your rules and number of sessions, but assign every required judging and timing position before invitations go out. Create a written rota with at least one named backup for each critical role.
What should I check on the morning of a diving championship?: Inspect the competition area before opening, then test stopwatches, scoreboards, microphones, speakers, laptops or tablets and power supplies. Check safety equipment and confirm that the jury table has all printed sheets and stationery.

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.