How to organize a diving clinic

A diving clinic needs more than a dive school and rental gear. Start by fixing the date, location, participant limit, permit requirements, and instructor availability. Then collect registrations and medical information before assigning groups or buddy pairs. During the final week, confirm equipment, weather, parking, catering, and the backup program. On the day itself, allow time to inspect the waterfront, check safety equipment, and register participants before anyone enters the water.

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
Confirm date and location
2
Book a dive school
3
Check dive permit
4
Confirm instructors
5
Confirm equipment rental
6
Set the participant limit
2 people
7
Send invitations
8
Process registrations
9
Collect dietary requirements
10
Send medical forms
11
Check permissions
12
Finalize the participant list
13
Create buddy pairings
2 people
14
Assign diving groups
2 people
15
Check the weather forecast
16
Confirm alternative program
2 people
17
Send practical info to participants
18
Check the shopping list
19
Do the shopping
2 people
20
Setting up shelf-stable catering
2 people
21
Check diving equipment
3 people
22
Print emergency numbers
23
Print route and parking information
24
Open venue
2 people
25
Inspect the grounds and waterfront
2 people
26
Set up the registration desk
2 people
27
Set up tables and chairs
3 people
28
Set up shade areas
3 people
29
Set up the catering table
2 people
30
Prepare diving equipment per group
4 people
31
Check personal equipment
3 people
32
Place cylinders safely
3 people
33
Set up the briefing room
2 people

Event

34
Staff the registration desk
2 people
35
Receive participants
3 people
36
Check attendance
37
Check medical certificates
38
Serve coffee and tea
2 people
39
Give the safety briefing
3 people
40
Explain diving theory
2 people
41
Demonstrate the equipment
3 people
42
Help participants get changed
3 people
43
Assist with putting on gear
4 people
44
Guide the first diving group
3 people
45
Guide the second dive group
3 people
46
Guide the third dive group
3 people
47
Clean diving equipment
4 people
48
Provide participants with warm clothing
2 people
49
Serve snacks and drinks
3 people
50
Refill drinks
2 people
51
Prepare barbecue
3 people
52
Serve barbecue
4 people
53
Serve vegetarian meals
2 people
54
Debrief dive experiences
2 people
55
Present Certificates
2 people
56
See participants off
2 people

Aftercare

57
Store leftovers in the fridge
2 people
58
Inventory diving equipment
3 people
59
Pack dive equipment
4 people
60
Collect waste
3 people
61
Wash the dishes and kitchenware
3 people
62
Clear tables and chairs
3 people
63
Dismantle shaded areas
3 people
64
Clean the venue
3 people
65
Collect lost property
66
Lock up the venue
2 people
67
Return rented equipment
2 people
68
Store leftover groceries
69
Send participants' photos
70
Send certificates digitally afterward

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Party tentsqty 3
Registration folding table
Clothes racksqty 3

Sports equipment

Diving suitsqty 24
Dive masksqty 24
Snorkelsqty 24
Diving finsqty 24
Flotation vestsqty 24
Diving cylindersqty 24
Breathing Apparatusqty 24
Pressure gaugesqty 24
Lead beltsqty 24
Lead blocksqty 120
Diving buoysqty 6
Surface marker buoysqty 6
Diving flagsqty 3
Dive computersqty 24
Neoprene glovesqty 24
Neoprene shoesqty 24
Spare glassesqty 4
Spare finsqty 4
Supply binsqty 12
Sinksqty 4
Dive equipment brushesqty 4
Thermal blanketsqty 30
Life ringsqty 2
Throw linesqty 2
Waterproof writing slatesqty 6
Underwater pencilsqty 12

Equipment

Compressors
Walkie-talkiesqty 6
Megaphone
Speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Kettlesqty 2
First aid kit
Oxygen kit
Thermometerqty 2
Waterproof phone casesqty 4

Kitchen

Barbecueqty 2
Gas cylindersqty 2
Gas lightersqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 8
Barbecue tongsqty 4
Aluminum foilqty 2

Tableware

Platesqty 36
Bowlsqty 36
Glassesqty 48
Coffee cupsqty 30
Mugsqty 30
Cutlery setsqty 36
Serving spoonsqty 8
Coffee potqty 2
Tea potqty 2

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 6
Dish brushesqty 4
Tea towelsqty 12
Hand soap dispensersqty 3

Decorations

Name badgesqty 30
Directional signsqty 8
Warning tapeqty 2

Catering

Groceries

Tips

Set the participant limit before sending invitations. Base it on the number of instructors, available cylinders and breathing apparatus, rental sizes, and the maximum group size the dive school can safely supervise.
Send medical forms and permission documents with the registration confirmation, not a few days before the clinic. Set a clear return deadline, such as 7 days before the event, so incomplete registrations do not delay group assignments.
Create buddy pairings and diving groups only after the final participant list is closed. Share the groups with instructors and participants at least 48 hours in advance, then leave room for last-minute medical or equipment changes.
Check the weather forecast 48 hours before the clinic and confirm the alternative program at the same time. Send practical information covering arrival time, parking, route, clothing, meals, and what participants should bring.
Open the venue early enough for a full waterfront and grounds inspection. Set out registration, changing, catering, and equipment areas separately, and keep emergency numbers, life rings, throw lines, thermal blankets, and diving flags immediately accessible.

Frequently asked questions

How far in advance should I organize a diving clinic?: Start planning at least 6 to 8 weeks in advance. This gives you time to book the dive school, confirm instructors, check permits, collect registrations, and arrange rental equipment. Close the participant list about 7 days before the clinic.
How many participants can one diving instructor supervise?: Use the limit set by the dive school and local safety rules rather than choosing a general number. Confirm the ratio with the school before invitations go out, then match the participant limit to the number of instructors, cylinders, and available equipment.
When should participants submit medical forms for a diving clinic?: Request medical forms during registration and set the deadline at least 7 days before the event. Review missing or unclear forms before creating buddy pairings and diving groups, rather than handling them at check-in.
What should I do if the weather is bad on the day of the clinic?: Decide on the alternative program no later than 48 hours before the event, using the latest forecast. Tell participants when the final decision will be made and send the update as soon as the program changes.

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.