How to organise a synchronized swimming competition

A synchronized swimming competition depends on more than reserving a pool and inviting clubs. Set the competition format and rules first, then secure the pool, officials, music setup and registration process in that order. Most last-minute problems come from incomplete participant details, missing music files or unclear responsibilities on the day. This plan takes you from the first decisions through start lists, judging, check-in and the final poolside setup.

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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
Set competition format
2 people
2
Reserve pool
3
Check the competition rules
2 people
4
Assign judges
2 people
5
Confirm technical officials
2 people
6
Invite participants
2 people
7
Send audience invitations
2 people
8
Open the registration form
9
Gather dietary requirements
10
Confirm first aid staffing
11
Gather music files
2 people
12
Process registrations
2 people
13
Compile start lists
2 people
14
Set the music order
2 people
15
Publish the match schedule
16
Check reservations
17
Assign staff
2 people
18
Open ticket sales
19
Print score sheets
20
Check participant details
2 people
21
Do the shopping
2 people
22
Add music to playlist
23
Collect materials
3 people
24
Prepare starter packs
2 people
25
Sort competition pieces
2 people
26
Chill drinks
2 people
27
Open venue
2 people
28
Check pool water and changing rooms
2 people
29
Set up jury table
3 people
30
Set up the registration desk
2 people
31
Set up audience seating
4 people
32
Put up barriers
2 people
33
Test sound and music
2 people
34
Lay out jury supplies
2 people

Event

35
Receive participants
3 people
36
Hand out race numbers
2 people
37
Register attendance
2 people
38
Assist with the swim-in
3 people
39
Give the jury briefing
2 people
40
Give technical briefing
2 people
41
Open audience doors
3 people
42
Welcome the audience
3 people
43
Give the opening speech
44
Announce starting order
45
Play music per routine
46
Guide competition rounds
4 people
47
Collect scores
2 people
48
Process scores
2 people
49
Refill drinks
2 people
50
Serve coffee and tea
2 people
51
Serve snacks
2 people
52
Keep the audience area clean
2 people
53
Publish interim results
54
Prepare awards ceremony
3 people
55
Announce winners
56
Present medals
3 people
57
Deliver the closing remarks
58
See the audience out
3 people
59
Check out participants
2 people

Aftercare

60
Turn off the sound equipment
2 people
61
Archive jury forms
2 people
62
Clear away chairs and tables
4 people
63
Remove the barriers
2 people
64
Wash dishes
2 people
65
Collect waste
3 people
66
Check changing rooms
2 people
67
Clean the audience area
3 people
68
Pack up materials
3 people
69
Return borrowed items
2 people
70
Send out the results
71
Handle lost and found

What to bring

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

Furniture

Tablesqty 10
Chairsqty 180
Judges' tableqty 2
Registration desk
Changing room benchesqty 12

Equipment

Laptopqty 3
Music laptop
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
USB sticksqty 3

Sports equipment

Bib numbersqty 100
Swim capsqty 100
Waterproof music speakersqty 2
Game clocksqty 2
Stopwatchqty 3
Whistlesqty 4
Pool barrier
Conesqty 12
Non-slip matsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Jury

Score sheetsqty 400
Jury matsqty 12
Clipboardsqty 15
Calculatorsqty 4
Pensqty 40
Markersqty 12
Starting listsqty 20
Program bookletsqty 200

Decorations

Stage ribbon
Flagsqty 8
Competition bannersqty 3
Tableclothsqty 10

Cleaning

Waste binsqty 8
Hand broomsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the format and check the competition rules before opening registration. Decide how many routines, categories and participants the pool can handle, then use those limits in the registration form.
Reserve the pool before confirming a date publicly, and check the booking again about one week before the competition. Confirm access to changing rooms, pool barriers, judges’ space and power outlets.
Assign judges and technical officials early, ideally at least four weeks before the event. Send them the format, schedule and scoring arrangements so gaps are found before race day.
Collect music files while processing registrations rather than waiting for the final start list. Test every file on the music laptop and speakers, keep a backup on a USB stick, and set the music order before publishing the schedule.
Build a race-day check-in around the start lists and participant details. Prepare bib numbers, swim caps, score sheets, starter packs and a registration desk, then assign separate people to check swimmers, run music and support first aid.

Frequently asked questions

How far in advance should I organise a synchronized swimming competition?: Start planning at least 8 to 12 weeks ahead. Pool availability, judges, technical officials and participant invitations usually need to be confirmed before you open registration.
When should registration close for a synchronized swimming competition?: Close registration about 2 to 3 weeks before the competition. This leaves time to verify participant details, collect missing music files, compile start lists and publish the schedule.
How many officials do I need for a synchronized swimming competition?: The number depends on your competition rules and format, so confirm it before assigning people. Allow enough time to appoint every judge and technical official, plus a separate person for music and score-sheet handling.
When should I test the music and sound equipment?: Test all music files and the full sound setup at least 3 to 5 days before the event, then test the laptop, mixer, speakers, microphone and backup USB again during pool setup. Do not rely on a single device or connection.

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