How to organise a diving trip without last-minute problems

A diving trip needs more preparation than booking a site and packing a mask. Start by confirming each diver’s experience, medical information and dietary requirements, then secure the location, cylinders and transport. In the final week, match buddy pairs, inspect every item and send participants the practical details. On the day, leave enough time for attendance, the briefing and a final equipment check before anyone enters the water.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Check diving experience
5
Request medical information
6
Reserve diving location
7
Reserve diving cylinders
8
Arrange transport
9
Check the route and parking area
10
Check the weather forecast
11
Send participant information
12
Print diving plan
13
Assign buddy pairs
14
Inventory diving equipment
2 people
15
Inspect diving equipment
2 people
16
Charge dive computers
17
Check batteries and batteries
18
Do the shopping
2 people
19
Prepare snacks and meal
2 people
20
Pack bags per participant
2 people
21
Load materials
3 people

Event

22
Receive participants
2 people
23
Register attendance
24
Give the diving briefing
2 people
25
Confirm buddy pairs
26
Hand out diving equipment
3 people
27
Assemble dive sets
3 people
28
Conduct a safety check
2 people
29
Guide the first dive
3 people
30
Store dive cylinders safely
2 people
31
Serve drinks and snacks
2 people
32
Refill drinks
33
Give the second dive briefing
2 people
34
Guide the second dive
3 people
35
Serve the meal
2 people
36
Check out participants
37
Collect diving equipment
3 people
38
Load materials and waste
3 people

Aftercare

39
Rinse dive equipment
2 people
40
Let diving gear dry
41
Check diving sets
2 people
42
Return dive tanks
2 people
43
Return borrowed materials
2 people
44
Clean tableware and coolers
2 people
45
Collect and take away waste
46
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 before booking cylinders and transport. Use the final participant list to confirm experience, medical information and dietary requirements, rather than relying on messages sent informally.
Check the route, parking and weather forecast at least 24 hours before departure. Send the meeting point, departure time, parking instructions and what each participant must bring in one message.
Inspect suits, masks, fins, regulators, cylinders, buoyancy equipment and dive computers before loading. Charge computers and replace or charge batteries no later than the evening before the trip.
Create buddy pairs before participants arrive and print the diving plan. Confirm the pairs again during the briefing, because late changes are easy to miss when people are already preparing their equipment.
Pack food, drinks and personal equipment separately from safety gear. Keep the first aid kit, emergency blanket, whistles, lights and waterproof phone protection accessible rather than buried under bags.

Frequently asked questions

How far in advance should I organise a diving trip?: Start at least 3 to 4 weeks ahead for a group trip. That gives you time to collect registrations, check experience and medical information, reserve the location and cylinders, and arrange transport.
When should I check the weather for a diving trip?: Check the forecast 48 hours before the trip and again on the morning of departure. Use the later check to confirm whether the location, route and planned dive still work safely.
How do I prepare diving equipment for a group?: Make an equipment inventory 2 to 3 days before the trip and inspect every item before packing. Charge dive computers and batteries the evening before, then keep a short final check for cylinders, regulators and safety equipment before the briefing.
When should I assign buddy pairs for a diving trip?: Assign buddy pairs once registrations and experience checks are complete, ideally 1 to 2 days before the trip. Confirm every pair again during the on-site briefing before participants enter the water.

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