How to organise a swimming competition

Start by securing a suitable pool and deciding the competition format, then build the event around entries, officials, safety and accurate timing. Allow enough time to invite swimming clubs, open registration and confirm dietary requirements before producing the final start lists. In the final week, check the competition software, equipment, permits and volunteer roles. On the day, keep registration, judging, refreshments and announcements running as separate work areas so small delays do not disrupt the programme.

Organize this event for free with Lizzt

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 competition format
2 people
3
Invite swimming clubs
2 people
4
Open registration form
5
Contact officials and jury members
2 people
6
Book catering
7
Arrange first aid staffing
8
Check permits
9
Process registrations
2 people
10
Collect dietary requirements
11
Compile start lists
2 people
12
Confirm start lists
2 people
13
Send participant information
14
Assign volunteers
2 people
15
Print the program
16
Check the shopping list
2 people
17
Do the shopping
3 people
18
Collect prizes and medals
19
Check competition software
2 people
20
Instruct timekeepers
21
Chill drinks
2 people
22
Set out coffee and tea
2 people
23
Prepare snacks
3 people
24
Set up the reception desk
2 people
25
Set up tables and chairs
4 people
26
Set up judges' table
2 people
27
Place lane and turnaround markers
4 people
28
Check the starting blocks
2 people
29
Test sound system
2 people
30
Put up signage
2 people
31
Prepare first aid supplies
2 people
32
Sort starter packs
3 people

Event

33
Staff the registration desk
3 people
34
Register participants
3 people
35
Hand out start lists
2 people
36
Welcome the audience
2 people
37
Give the opening briefing
2 people
38
Guide swimmers to the lanes
4 people
39
Announce contest items
40
Guide starts
2 people
41
Record times
6 people
42
Process results
2 people
43
Monitor water safety
3 people
44
Check changing rooms
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Guide the photo moment
2 people
50
Award medals and prizes
3 people
51
Deliver the closing speech
52
Guide the audience out
3 people

Aftercare

53
Finalize competition administration
2 people
54
Clear away catering supplies
3 people
55
Wash dishes
3 people
56
Clear tables and chairs
4 people
57
Gather sports equipment
4 people
58
Clean the venue
4 people
59
Check the dressing rooms
2 people
60
Dispose of waste
2 people
61
Publish results
62
Thank participants
63
Return rented equipment
2 people
64
Register lost property
65
Process final settlement

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Jury tablesqty 3
Table skirtsqty 8
Clothes racksqty 4

Equipment

Laptopqty 2
Printer
Sound system
Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 6
Charging stationsqty 2

Sports equipment

Stopwatchesqty 8
Starting blocksqty 8
Field linesqty 8
Turning point flagsqty 8
Starting whistlesqty 3
Life ringsqty 2
Rescue linesqty 2
Pool thermometersqty 2
Jury clickersqty 8
Bib numbersqty 120
Medal holdersqty 120

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2

Decorations

Competition bannersqty 4
Directional signsqty 12
Stage ribbonsqty 3
Table signsqty 12

Lighting

LED table lampsqty 6
Battery lampsqty 8

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the format before opening registration. Define the events, age groups, entry limits and closing date first, so clubs submit information you can process into reliable start lists.
Confirm officials and jury members well before race day, then give timekeepers clear instructions and check every stopwatch, starting whistle, jury clicker and microphone before the first heat.
Treat safety staffing and permits as early deadlines, not last-minute checks. Confirm first aid cover and verify the venue’s requirements before you publish participant information.
Prepare the reception desk and printed programme before participants arrive. Keep the laptop, printer, bib numbers and final start lists together, with a backup copy available offline.
Plan refreshments around the timetable rather than the finish. Chill drinks in advance, set out coffee and tea, and prepare snacks without blocking access to the pool, jury tables or equipment.

Frequently asked questions

How far in advance should I organise a swimming competition?: Start planning at least 12 weeks before the event. Reserve the venue and set the format first, then allow 6 to 8 weeks for club invitations and registrations, followed by final start lists and volunteer assignments.
When should swimming competition registration close?: Close registration around 3 weeks before race day. This leaves time to process entries, collect dietary requirements, compile and confirm start lists, and send participant information without rushing.
How many officials and volunteers are needed for a swimming competition?: The number depends on the pool, number of lanes and competition format, but assign every operational role before the final week. Confirm officials, jury members, timekeepers, reception staff, first aid cover and setup volunteers in writing at least 7 days in advance.
What equipment should I check before a swimming competition?: Check timing and race equipment at least 2 days before the event: stopwatches, starting blocks, starting whistles, turning point flags, pool thermometers and jury clickers. Also test the laptop, printer, sound system, microphones, speakers, extension cords and power strips.

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.