How to organise a swimming school open day

A swimming school open day works best when visitors can move smoothly from reception to changing rooms, pool viewing and trial lessons. Start with the date, programme and registration process, then use the numbers of registered visitors to plan teachers, lesson slots, information packs and refreshments. Leave enough time for pool and equipment checks before guests arrive. The biggest delays usually come from unclear arrival instructions, missing dietary information and trial lessons that are scheduled too tightly.

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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
Publish the date and program
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Reserve the pool area
6
Schedule trial lessons
2 people
7
Assign teachers
8
Confirm registrations
9
Create map and route
10
Assemble info packs
2 people
11
Prepare name stickers
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Test equipment
2 people
16
Lay out badges and forms
2 people

Event

17
Check Swimming Pool and Changing Rooms
2 people
18
Set up tables and chairs
4 people
19
Set up the reception desk
2 people
20
Hang decorations
2 people
21
Set Out Taster Lesson Materials
3 people
22
Set up the catering buffet
3 people
23
Check safety equipment
2 people
24
Brief the team at the entrance
2 people
25
Welcome visitors
3 people
26
Register attendance
2 people
27
Provide guided tours
2 people
28
Assist trial lessons
4 people
29
Provide information about the lessons
2 people
30
Serve snacks and drinks
3 people
31
Refill drinks
2 people
32
Dry wet floors immediately
2 people
33
Wave goodbye to visitors
2 people

Aftercare

34
Tear down the buffet
3 people
35
Collect materials
3 people
36
Clear tables and chairs
4 people
37
Wash dishes
2 people
38
Collect waste
2 people
39
Clean the venue
3 people
40
Chill leftover food
2 people
41
Return materials
2 people
42
Send thank-you message
43
Follow up on trial lesson requests

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Buffet tablesqty 2
Coat racksqty 3
Party tent

Tableware

Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 40
Serving plattersqty 8
Serving tongsqty 6

Sports equipment

Pool noodlesqty 20
Swim boardsqty 20
Floating ringsqty 15
Dive ringsqty 20
Arm floatiesqty 20
Inflatable ballsqty 10
Swimming gogglesqty 20
Swim capsqty 20

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3
Handheld megaphone
Speaker

Office

Registration formsqty 150
Pensqty 30
Name stickersqty 150
Information leafletsqty 150
Clipboardsqty 6
Wristbandsqty 150
Route arrowsqty 20
Warning signsqty 6

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 8
Buntingqty 6
Tapeqty 6

Lighting

LED lampsqty 6
Batteriesqty 24

Cleaning

Mopsqty 4
Bucketsqty 4
Floor squeegeesqty 3
Cleaning glovesqty 6
Waste binsqty 6

Safety

First aid kit
Life ringsqty 2
Rescue linesqty 2
Non-slip matsqty 8

Catering

Groceries

Tips

Publish the programme before sending invitations, including arrival times, trial lesson slots, what to bring and the route to the pool area. Give families a clear deadline for registration so you can plan staffing and materials.
Close registration at least 3–5 days before the open day. Use the final list to confirm places, collect dietary requirements, prepare name stickers and assemble one information pack per registered family.
Schedule trial lessons with a short buffer between groups rather than filling every minute. Allow time for changing, equipment changes and late arrivals, and assign each lesson to a named teacher before the day.
Set up reception first, with registration forms, pens, name stickers and information leaflets together. Keep the pool route visible from the entrance so visitors do not have to ask where to go after checking in.
Test pool equipment, the speaker or megaphone, kettles and coffee machines before visitors arrive. Check extension cords and power strips away from wet areas, and complete the safety equipment check before setting out taster lesson materials.

Frequently asked questions

How far in advance should I plan a swimming school open day?: Set the date and reserve the pool area at least 6–8 weeks ahead. Open registration early enough to build a reliable list, then finalise staffing, lesson slots and catering 3–5 days before the event.
How do I organise trial swimming lessons at an open day?: Create fixed lesson slots and assign a teacher to each one before invitations go out. Leave a short changeover buffer between groups and confirm each swimmer’s slot in writing at least 2 days before the open day.
What should I prepare at the reception desk?: Lay out registration forms, pens, name stickers and information leaflets in separate, clearly labelled piles. Brief the entrance team 30–45 minutes before opening and keep the confirmed registration list available for quick check-in.
When should food and drinks be prepared for a swimming school open day?: Chill drinks and prepare the buffet shortly before opening, while keeping hot drinks equipment ready but switched off until needed. Finalise dietary requirements 3–5 days in advance so suitable snacks can be bought and labelled.

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