How to organise a diving competition

Start by fixing the competition format, venue and safety setup before inviting participants. Your early decisions determine the race categories, match rules, judging process and number of officials you need. Then build the entry process, assign starting groups and publish clear information for participants and spectators. In the final week, print the start lists, prepare jury materials, check the access route and confirm every piece of equipment, from stopwatches to scoreboards.

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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 competition venue
2
Set the match rules
2 people
3
Determine race categories
2 people
4
Invite the judges
5
Record officiating
6
Assign supervisors
7
Arrange first aid staffing
8
Invite participants
2 people
9
Send audience information
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign starter groups
2 people
13
Publish the starting order
14
Prepare jury forms
2 people
15
Order prizes
16
Order catering
17
Check material stock
2 people
18
Reserve sports equipment
19
Prepare the layout
20
Check the access route
2 people
21
Do the shopping
2 people
22
Collect prizes
23
Compile jury sets
2 people
24
Print participant list
25
Print start lists
26
Prepare name badges
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Set up coffee station
2 people
30
Set up the registration table
2 people
31
Set up judges' table
2 people
32
Set up audience seating
4 people
33
Mark the competition area
2 people
34
Hang up signage
2 people
35
Test audio and microphone
2 people
36
Prepare first aid supplies
37
Hold the jury briefing
8 people

Event

38
Register participants
3 people
39
Hand out race numbers
2 people
40
Assist with the swim-in
3 people
41
Hand out judging forms
42
Welcome the audience
3 people
43
Handle the opening announcement
44
Supervise competition events
4 people
45
Collect scores
2 people
46
Enter scores
2 people
47
Call participants
48
Serve drinks
3 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Keep the public area tidy
2 people
52
Provide the jury break
2 people
53
Prepare awards ceremony
2 people
54
Handle prize ceremony
3 people
55
Prepare the closing announcement
56
Let the audience out
3 people

Aftercare

57
Collect judging forms
2 people
58
Archive competition results
59
Clear away sports equipment
3 people
60
Clear tables and chairs
4 people
61
Clean up catering
3 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Check changing rooms
2 people
65
Clean the competition area
4 people
66
Return borrowed equipment
2 people
67
Store leftover stock
2 people
68
Email results to participants
69
Archive prizes and documents

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Jury tablesqty 3
Changing room benchesqty 6
Waste binsqty 8
Party tentsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Thermos flasksqty 6
Water jugsqty 8

Equipment

Laptopqty 2
Printer
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Sports equipment

Bib numbersqty 60
Stopwatchesqty 4
Whistlesqty 4
Scoreboardsqty 2
Scoreboard markersqty 10
Judge clipboardsqty 8
Jury table cardsqty 8
Non-slip matsqty 12
Barrier tapeqty 4
Conesqty 20
Stop signsqty 6
Swim capsqty 60
Towelsqty 30
Spare swimwearqty 4

Safety

First aid kit
Emergency blanketsqty 6
Nitrile glovesqty 2
Flashlightsqty 4
Warning signsqty 8

Decorations

Competition postersqty 10
Direction signsqty 12
Tableclothsqty 8
Medal ribbonsqty 30
Cupsqty 12

Office

Printer paperqty 2
Pen setsqty 3
Waterproof markersqty 12
Tapeqty 6
Scissorsqty 4
Name stickersqty 100
Clip sleevesqty 80

Cleaning

Mopsqty 6
Bucketsqty 4
Spongesqty 12
Hand broomsqty 4
Trash bag holdersqty 8

Catering

Groceries

Tips

Set the rules and race categories before opening registration. This gives participants clear information and lets you estimate the number of judges, supervisors and starting groups required.
Plan judging and safety as separate workstreams. Invite judges early, record who is officiating, assign supervisors and arrange first-aid staffing before you publish the event schedule.
Close registrations early enough to build the starting order. Allow at least 3–5 days to process entries, collect dietary requirements and resolve missing participant information before printing lists.
Prepare the venue layout on paper before event day. Mark the jury tables, changing areas, barriers, cones and non-slip mats, and check that the access route works for participants, officials and emergency staff.
Pack a separate jury and control kit instead of searching for items on the day. Include clipboards, jury table cards, forms, stopwatches, whistles, scoreboard markers, a printer and spare extension cords.

Frequently asked questions

How far in advance should I organise a diving competition?: Start venue and official planning at least 8–12 weeks before the competition. Open registration only after the rules, categories, safety staffing and basic schedule are settled.
How many judges do I need for a diving competition?: The number depends on your rules and categories, so set the judging format before confirming the team. As a practical deadline, invite the judges 4–6 weeks in advance and keep a written officiating record.
When should I publish the starting order?: Publish the starting order after registrations close and the starter groups have been checked. Aim to release it 3–5 days before the event, then print the final start lists after the last corrections.
What should I check the day before a diving competition?: Check the venue layout, access route, equipment stock, power supply and printed paperwork the day before. Put the scoreboards, jury materials, barriers, cones and non-slip mats in their event positions so setup does not depend on last-minute shopping.

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.