How to organise an underwater photo contest

An underwater photo contest needs two plans running together: a fair competition and a safe dive operation. Start by securing the venue, checking permits and writing rules that explain the dive area, submission process and judging criteria. Then build the participant list, assign starter groups and send a practical briefing before the day. Allow time for equipment testing, file transfer and judging; these steps usually take longer than expected once cameras, housings and memory cards are involved.

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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
Reserve competition venue
2
Draw up competition rules
2 people
3
Assign judges
4
Create a safety plan
2 people
5
Check permits
6
Create photographer list
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm participants
12
Assign starter groups
2 people
13
Send briefing
14
Align jury criteria
3 people
15
Order catering
16
Arrange prizes and certificates
17
Check dive safety
2 people
18
Test photography equipment
2 people
19
Prepare presentation files
20
Confirm location and route
21
Do the shopping
2 people
22
Store catering chilled
2 people
23
Assemble participant packs
2 people
24
Set up venue materials
2 people

Event

25
Prepare registration table
2 people
26
Mark off the diving area
3 people
27
Connect power and equipment
2 people
28
Set up the jury room
2 people
29
Check safety equipment
2 people
30
Receive participants
3 people
31
Register attendance
2 people
32
Distribute participant packs
2 people
33
Give the safety briefing
2 people
34
Supervise the dive starts
4 people
35
Monitor the diving area
3 people
36
Collect photo files
2 people
37
Register memory cards
2 people
38
Serve snacks and drinks
3 people
39
Refill drinks
40
Check and back up photos
2 people
41
Set out jury images
2 people
42
Have the jury judge
4 people
43
Organize audience voting
2 people
44
Check the winners list
2 people
45
Handle prize ceremony
2 people
46
Photograph the winners
47
Answer final questions
2 people

Aftercare

48
Switch off equipment
2 people
49
Dismantle materials
4 people
50
Collect waste
2 people
51
Wash dishes
2 people
52
Clean the venue
3 people
53
Return rented items
2 people
54
Send photos to participants
55
Publish winners online
56
Return Lost Items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 50
Judges' table
Coat rack

Equipment

Laptopsqty 3
Card readersqty 4
Memory card readersqty 4
External hard drivesqty 2
Projector
Projection screen
Cable reelsqty 3
Extension cordsqty 6
Watertight containersqty 8
Waterproof phone casesqty 10

Sports equipment

Diving buoysqty 6
Lane markingsqty 12
Diving flagsqty 4
Spare glassesqty 6
Spare finsqty 4
Inflatable floatsqty 6
Underwater glueqty 8
Dive lightsqty 8
Underwater camerasqty 4
Underwater housingsqty 4
Spare batteriesqty 20
Charging stationsqty 4
Towelsqty 40

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Thermos flasksqty 4

Decorations

Directional signsqty 8
Registration signsqty 2
Number cardsqty 60
Name stickersqty 60
Jury board

Lighting

LED lampsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Spongesqty 6
Tea towelsqty 12
Microfiber clothsqty 12
Broomqty 2
Dustpan and brushqty 2

Kitchen

Coolersqty 4
Serving plattersqty 8
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Water jugsqty 6
Hot drink urnsqty 2

Catering

Groceries

Tips

Set the rules before opening registration. Specify the submission deadline, file format, number of images allowed and whether editing is permitted, so judges are comparing the same type of work.
Finish the safety plan before confirming participants. Mark lanes and boundaries, check dive safety, prepare diving flags and buoys, and keep spare glasses, fins and lights available on site.
Test every camera, housing, battery and memory card reader at least 24 hours before the contest. Charge spare batteries and use watertight containers for phones, cards and other small equipment.
Send the briefing several days before the event, not at registration. Include the meeting time, route, starter group, dive limits, equipment requirements and the exact time and method for submitting images.
Schedule the judging and presentation as separate blocks. Prepare the presentation files in advance, connect the laptops and projector before participants arrive, and arrange certificates and prizes before the final results are announced.

Frequently asked questions

How far in advance should I organise an underwater photo contest?: Start at least 6 to 8 weeks ahead. Use the first 2 weeks for the venue, permits, rules and safety plan, then open registration and confirm participants after the main logistics are fixed.
How long should an underwater photo contest take?: Allow roughly 4 to 6 hours for the event itself, including registration, briefing, dive groups, image submission, judging and the presentation. Add at least 60 minutes for equipment checks and setup before participants arrive.
How many participants can one underwater photo contest support?: Set the limit according to your dive safety plan and the number of starter groups, rather than the room size. A practical approach is to keep groups small enough for clear supervision and leave 10 to 15 minutes between group starts.
When should participants submit their underwater photos?: Set the deadline on the same day, usually 30 to 60 minutes after the final group finishes. Tell participants the file format, submission location and image limit in the briefing, and prepare multiple card readers to avoid a queue.

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.