How to organise a diving festival safely

A diving festival needs more than a dive programme and a list of equipment. Start by confirming the date and water site, then build the safety plan around the actual conditions, access points and group size. After that, open registration, assign guides and volunteers, and communicate what participants need to know before arrival. The final week is for permits, weather checks, equipment inspections and sorting materials so the event day runs to a clear schedule.

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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
Confirm date and location
2 people
2
Inspect water site
3 people
3
Prepare safety plan
2 people
4
Put together the dive program
2 people
5
Document demonstrations
2 people
6
Make reservations
7
Send invitations
2 people
8
Open the registration form
9
Communicate the dive conditions
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Confirm dive guides
14
Arrange deliveries
15
Check permits
2 people
16
Check the weather forecast
17
Print participant list
18
Sort wristbands
2 people
19
Do the shopping
3 people
20
Check diving equipment
3 people
21
Check diving cylinders
2 people
22
Check the oxygen set
2 people
23
Sort materials by mail
3 people
24
Prepare snacks
3 people
25
Chill drinks
2 people
26
Prepare route signs
2 people
27
Cordon off the area
4 people
28
Build party tents
4 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Set up catering point
3 people
32
Lay out diving equipment
4 people
33
Set out safety buoys
3 people
34
Set up the underwater course
4 people
35
Hang lighting
3 people
36
Test sound system
2 people
37
Give staff briefing
3 people

Event

38
Open registration desk
3 people
39
Welcome visitors
4 people
40
Register participants
3 people
41
Give the dive briefing
2 people
42
Coordinate material distribution
3 people
43
Supervise trial dives
5 people
44
Perform a diving demonstration
4 people
45
Demonstrate underwater photography
3 people
46
Lead the dive quiz
2 people
47
Present dive stories
2 people
48
Serve snacks
3 people
49
Prepare barbecue
3 people
50
Serve barbecue
4 people
51
Refill drinks
2 people
52
Refill coffee and tea
2 people
53
Provide music
54
Operate the light show
55
Carry out safety supervision
3 people
56
Empty trash bins
2 people
57
See off the last visitors
3 people

Aftercare

58
Collect the diving equipment
4 people
59
Collect diving cylinders
2 people
60
Clean up the venue
5 people
61
Take down party tents
4 people
62
Clear tables and chairs
4 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Clean equipment
3 people
67
Let equipment dry
2 people
68
Inventory materials
2 people
69
Return borrowed items
2 people
70
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 before publishing the programme. Check entry and exit points, visibility, depth, underwater hazards and where safety equipment can be positioned, then use those findings to set realistic dive groups.
Build the safety plan before sending invitations. Include emergency procedures, guide responsibilities, oxygen and first-aid arrangements, surface marker buoys, life rings and throw lines, with one named person responsible for each area.
Close registration early enough to process the list and assign guides. A practical deadline is 7 days before the festival, leaving time to collect dietary requirements, confirm volunteers and communicate dive conditions.
Check every diver’s equipment as a separate step, not just on arrival. Inspect suits, masks, fins, regulators, cylinders, lead belts, dive computers and flotation vests before loading or distributing them.
Run the final operational check 24 hours before opening. Review the weather forecast, print the participant list, sort wristbands, chill drinks, prepare snacks and confirm that deliveries, tents, tables, microphones and extension cords are in place.

Frequently asked questions

How far in advance should I plan a diving festival?: Start at least 8 to 12 weeks ahead, especially if you need permits, site access, deliveries or confirmed dive guides. Set the registration deadline about 7 days before the event so you can finalise groups and dietary requirements.
What should be in a diving festival safety plan?: Cover the site layout, entry and exit points, maximum group sizes, guide assignments, weather limits and emergency contacts. Also specify where the oxygen set, life rings, throw lines and safety buoys will be kept, and who checks them before the first dive.
When should diving equipment be checked?: Complete a full equipment check at least 24 hours before the festival, then do a quick condition check when equipment is issued. Cylinders, regulators, dive computers, flotation vests and lead equipment should be matched to the planned groups before participants enter the water.
When should I tell participants about dive conditions?: Send the planned conditions and practical instructions when registration opens, then issue a final update 24 to 48 hours before the event. Include weather-dependent changes, required equipment, meeting times and what happens if a dive is shortened or cancelled.

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.