How to organise an underwater rugby match

Start by fixing the competition format and reserving a suitable pool before inviting teams. The match schedule depends on the number of registrations, so set a firm registration deadline and collect complete team details early. Book referees and record the officiating arrangements before publishing the competition information. In the final week, check the underwater equipment, prepare team colours, confirm access and parking instructions, and assign volunteers to registration, timing and first aid coordination.

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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
Record officiating
2 people
4
Book referees
2 people
5
Invite participating teams
2 people
6
Send audience invitations
2 people
7
Open the registration form
8
Publish competition information
2 people
9
Process registrations
2 people
10
Check team details
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Coordinate first aid contact
14
Send parking information
15
Send access rules
16
Draw up the match schedule
2 people
17
Send team confirmations
18
Check the shopping list
2 people
19
Inspect sports equipment
3 people
20
Sort swim caps and vests
2 people
21
Print competition forms
22
Print signage
23
Check prize materials
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Portion snacks
3 people
27
Prepare registration table
2 people
28
Check pool location
2 people
29
Cordon off the audience area
3 people
30
Set up tables and chairs
4 people
31
Build party tents
4 people
32
Mark out the playing field
4 people
33
Place underwater goals
4 people
34
Check match ball
2 people
35
Test sound system and microphone
2 people
36
Tape down power cables securely
2 people
37
Set up first aid table
2 people
38
Set up the catering buffet
3 people
39
Prepare badges and team folders
2 people
40
Prepare competition briefing
2 people
41
Brief the registration team
2 people

Event

42
Hold referee briefing
3 people
43
Welcome the teams
4 people
44
Register attendance
3 people
45
Assign team changing rooms
2 people
46
Welcome the audience
3 people
47
Give the opening briefing
48
Lead the first match
5 people
49
Register race standings
2 people
50
Announcing shift changes
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Answer audience questions
2 people
54
Check pool safety
2 people
55
Swap out sports equipment
3 people
56
Publish interim results
57
Supervise the final match
5 people
58
Announce the winners
2 people
59
Present prizes
2 people
60
See off teams
3 people
61
Guide the audience to the exit
2 people

Aftercare

62
Clean match balls
2 people
63
Remove underwater targets
4 people
64
Take down the field
4 people
65
Clear tables and chairs
4 people
66
Clean up catering
3 people
67
Collect waste
3 people
68
Wash dishes
3 people
69
Check changing rooms
2 people
70
Clean the venue
4 people
71
Dry and pack materials
3 people
72
Return borrowed materials
2 people
73
Email results to teams
74
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Bar stoolsqty 6
Changing room benchesqty 8
Waste binsqty 8

Sports equipment

Underwater rugby ballsqty 4
Underwater targetsqty 2
Field linesqty 4
Field anchorsqty 8
Blue team vestsqty 15
White team vestsqty 15
Blue swim capsqty 15
White swim capsqty 15
Spare swim capsqty 10
Water polo capsqty 35
Dive masksqty 35
Snorkelsqty 35
Swim finsqty 35
Whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 2
Conesqty 12
Storage binsqty 8

Equipment

PA system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 4
Laptop
Printer
Coolersqty 4
Speakersqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Ice packsqty 20
Food containersqty 12

Registration

Registration tableclothsqty 2
Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 8
Pensqty 30
Competition foldersqty 12
Competition formsqty 60
Directional signsqty 12

Decorations

Buntingqty 8
Team flagsqty 8
Stage backdrop
Prize display

Lighting

LED lampsqty 8
Battery lanternsqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Safety vestsqty 12
Non-slip matsqty 10
Barrier tapeqty 6

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Reserve the pool before opening registration, then state the available water time, changing-room access and any access rules on the registration information. A late pool change can affect every match and team confirmation.
Set a registration deadline at least 14 days before match day. Use the final entries to create the schedule, check team details and send confirmed match times instead of making repeated last-minute changes.
Book referees as soon as the competition format is fixed, and record who covers each match. Also prepare stopwatches, whistles, scoreboards and printed competition forms before the event week.
Sort blue and white vests and swim caps by team, with spare caps ready at poolside. Inspect balls, targets, field lines, anchors, masks, snorkels and fins at least 48 hours before the first match.
Assign volunteers to specific jobs rather than leaving general help unallocated. Confirm the first-aid contact, parking guidance, signage, drinks and power requirements before teams arrive.

Frequently asked questions

How far in advance should I organise an underwater rugby match?: Start reserving the pool and arranging referees at least 8 to 12 weeks ahead. Open team registration once the format, pool time and access rules are confirmed, then close entries about 14 days before the match.
How do I create the schedule for an underwater rugby match?: Wait until registration closes so you know the final number of teams. Allow time between matches for teams to leave the water, reset the field and record the result; send the finished schedule with team confirmations at least 7 days before match day.
What should I check before an underwater rugby match?: Check the pool booking, referee coverage, first-aid contact, team details and access instructions 48 to 72 hours beforehand. Inspect the balls, targets, field lines, anchors, caps, vests and timing equipment, and print the forms and signage before loading in.
How many volunteers are needed for an underwater rugby match?: Assign at least one person to registration, one to results and timing, one to equipment and poolside coordination, and one contact for first aid. Add volunteers according to the number of simultaneous tasks and the length of the match schedule.

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