How to organize a diving course

A diving course needs more than a booked dive site and a set of tanks. Start by confirming the instructors, location, participant requirements, and equipment, then use the final week for safety checks and communication. Medical certificates, emergency contacts, dietary requirements, and correctly sized wetsuits are easy to leave until the last minute. On the day, registration, the safety briefing, equipment explanation, and a clear gear layout should happen before anyone enters the water.

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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 diving location
2
Confirm instructors
3
Send invitations
4
Process registrations
5
Keep track of the participant list
6
Collect dietary requirements
7
Request medical certificates
8
Send the course schedule
9
Collect emergency contacts
10
Reserve diving gear
11
Have scuba tanks filled
12
Purchase catering
2 people
13
Check diving suits
2 people
14
Check stewards
2 people
15
Charge dive computers
16
Check the weather forecast
17
Remind participants
18
Set out coffee and tea
2 people
19
Set up the reception table
2 people
20
Set up tables and chairs
3 people
21
Lay out diving equipment
3 people
22
Place safety equipment
2 people

Event

23
Register participants
2 people
24
Give the introduction and safety briefing
2 people
25
Explain diving equipment
2 people
26
Adjust equipment to fit
3 people
27
Practice pool skills
3 people
28
Serve break drinks
2 people
29
Swap diving cylinders
2 people
30
Supervise open water practice sessions
3 people
31
Serve the hot meal
3 people
32
Refill drinks
33
Administer practical test
2 people
34
Hand out certificates

Aftercare

35
Rinse diving equipment
3 people
36
Let diving gear dry
2 people
37
Collect waste
2 people
38
Wash dishes
2 people
39
Clear tables and chairs
3 people
40
Clean the venue
2 people
41
Inventory supplies
2 people
42
Return rented equipment
2 people
43
Archive participant documents
44
Follow up with participants

What to bring

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

Furniture

Foldable tablesqty 4
Chairsqty 14
Clothes racksqty 2
Storage binsqty 8

Sports equipment

Dive masksqty 12
Snorkelsqty 12
Diving finsqty 12
Wetsuitsqty 12
Flotation vestsqty 12
Diving regulatorsqty 12
Diving cylindersqty 14
Lead beltsqty 12
Lead blocksqty 96
Dive computersqty 12
Dive compassesqty 12
Surface marker buoysqty 4
Diving linesqty 2
Diving finsqty 12
Water temperature metersqty 2

Equipment

Air compressor
Walkie-talkiesqty 3
Megaphone
Extension cordsqty 2

Safety

First aid kit
Oxygen kit
Life ringsqty 2
Emergency blanketsqty 4
Emergency lightsqty 3

Tableware

Reusable drinking glassesqty 20
Platesqty 20
Cutlery setsqty 20

Kitchen

Thermos flasksqty 4
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 2
Serving plattersqty 6

Cleaning

Drying racksqty 4
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the course timeline around the dive location first. Confirm the instructors and send the schedule only after you know the registration process, briefing time, and planned water sessions.
Close participant administration before ordering catering or reserving final gear. Collect registrations, dietary requirements, medical certificates, and emergency contacts at least 7 days before the course.
Check equipment by type and quantity, not just by box. Confirm masks, fins, wetsuits, regulators, cylinders, lead belts, flotation vests, and dive computers, and charge the computers the day before.
Prepare the safety setup before participants arrive. Put the first aid kit, oxygen kit, life rings, emergency blankets, emergency lights, walkie-talkies, and surface marker buoys where instructors and stewards can reach them immediately.
Use the arrival period for registration and orientation rather than equipment troubleshooting. Set out coffee and tea, prepare the reception table, lay out the gear, then allow enough time for the introduction, safety briefing, and equipment explanation before the first dive.

Frequently asked questions

How far in advance should I organize a diving course?: Start at least 6 to 8 weeks before the course. That gives you time to reserve the dive location, confirm instructors, collect registrations and medical certificates, and secure the required gear.
When should participants send medical certificates for a diving course?: Set the deadline 7 days before the course, so there is time to follow up on missing documents. Do not wait until registration on the day, because an unresolved medical requirement can prevent participation.
How do I prepare diving equipment for a course?: Make a participant-by-participant equipment check 1 to 2 days beforehand. Match masks, fins, wetsuits, regulators, cylinders, lead, flotation vests, and dive computers, then check suits and charge the computers before arrival.
What should happen before the first dive?: Allow at least 30 minutes for registration, the introduction, safety briefing, and equipment explanation. Keep the safety equipment visible and accessible, and check the weather forecast before the group enters the water.

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.