Masters swimming competition checklist

Organising a masters swimming competition involves more than booking the pool and publishing the schedule. You need a clear registration process, confirmed officials, reliable timing equipment and printed paperwork ready before swimmers arrive. This checklist puts the work in a usable order, from setting the match rules and opening entries to preparing medals, catering and participant information. It also covers the small details that are easy to miss, such as dietary requirements, parking instructions, power supplies and medical contact details.

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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

Reserve pool
Set the match rules
2 people
Send invitations
2 people
Open the registration form
Reserve timing equipment
Place medal order
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm officials
Create the program and series
2 people
Create lane layout
2 people
Send participant information
2 people
Determine catering quantities
2 people
Prepare parking information
Print medical contact details
Print competition forms
2 people
Print start lists
2 people
Making participant badges
2 people
Prepare medal labels
2 people
Check competition materials
2 people
Test timing software
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Pack materials for mailing
3 people

Event

Open venue
2 people
Check the pool and changing rooms
2 people
Set up the reception desk
3 people
Build the catering buffet
3 people
Put up signage
2 people
Set up the officials' room
2 people
Place signs by the courts
2 people
Synchronize stopwatches
2 people
Check lane lines and flags
3 people
Prepare first aid supplies
Brief officials
2 people
Brief volunteers
2 people
Receive participants
4 people
Hand out starter packs
3 people
Assist with the swim-in
3 people
Make the opening announcement
Call heats
2 people
Guide race starts
3 people
Record times
8 people
Check results
2 people
Publish results
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Check changing rooms
2 people
Remove waste regularly
2 people
Prepare awards ceremony
3 people
Announce medal winners
2 people
Present medals
3 people
Collect lost property
2 people
See participants off
3 people

Aftercare

Clean up catering
3 people
Dismantle reception desk
3 people
Pack competition materials
3 people
Put track equipment back
3 people
Collect waste
3 people
Clean changing rooms
3 people
Clean the pool area
3 people
Hand over the venue
2 people
Send final results
Return timing equipment
2 people
Store leftover materials
2 people
Return lost property

What to bring

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

Furniture

Tablesqty 10
Chairsqty 30
Foldable tablesqty 4
Clothes racksqty 2

Sports equipment

Stopwatchesqty 12
Starting whistlesqty 4
Course signsqty 10
Backstroke flagsqty 2
Measuring tapesqty 2
Swimming kickboardsqty 10
Clipboardsqty 12
Pensqty 50
Pencilsqty 20
Eraserqty 10
Calculatorsqty 4
Timing formsqty 250
Starting listsqty 150
Result formsqty 100
Participant badgesqty 150
Badge holdersqty 150
Medal ribbonsqty 100
Medalsqty 100
Bib numbersqty 150
Writing foldersqty 12
Waterproof storage binsqty 8
Markersqty 20
Measuring tapeqty 2
Laminating sleevesqty 50
Laminator
Conesqty 20
Barrier tapeqty 4
Spare glassesqty 6

Equipment

Laptopqty 2
Tabletqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Megaphone
Batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Coffee filtersqty 150
Bottle openersqty 4

Decorations

Start and finish sign
Directional signsqty 12
Tableclothsqty 10
Numbered tablesqty 10

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Microfiber clothsqty 20
Bucketsqty 4
Cleaning sprayqty 4

Catering

Groceries

Tips

Reserve the pool and timing equipment before opening registration. Confirm that the timing system, laptop, printer and extension cords work together in the venue, rather than discovering a power or software problem on competition day.
Set the match rules before sending invitations, then include the rules, entry deadline, payment instructions and any age-group information in the participant information. Late rule changes create avoidable questions and registration corrections.
Create the lane layout, series and start lists only after registrations have been processed. Print a spare copy of each list and keep timing forms, result forms, clipboards and pens at the officials’ table.
Confirm officials and assign volunteers at least 1 week before the meet. Give volunteers specific jobs, such as registration, parking guidance, catering, results or medal presentation, and provide the program and contact details in advance.
Order medals and prepare medal labels before the final week. Chill drinks and prepare catering on the day, using the collected dietary requirements and confirmed numbers instead of estimating from the original invitation list.

Frequently asked questions

How far in advance should I organise a masters swimming competition?: Start the main arrangements at least 8 to 12 weeks before the competition. Reserve the pool and timing equipment first, then allow time for invitations, registration, officials, catering and medal orders.
When should registration close for a masters swimming meet?: Close registration 7 to 14 days before the event if possible. This gives you enough time to process entries, create series and lane layouts, print start lists and determine catering quantities.
What paperwork is needed for a masters swimming competition?: Prepare participant information, competition forms, start lists, timing forms, result forms, medical contact details and participant badges. Print the final start lists and forms at least 1 day before the meet, with spare copies for changes.
How many volunteers are needed for a masters swimming competition?: Plan for at least 1 volunteer for each separate work area, such as registration, officials’ support, parking, catering and results. Confirm assignments 1 week beforehand and add extra help during arrival and medal presentation.

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