What you need for a masters swimming competition

A masters swimming competition needs more than lane equipment and stopwatches. You also need printed start lists, result forms, participant badges, medal materials, working power supplies and enough catering for swimmers, officials and volunteers. Buy or gather items early, especially medals, timing equipment and printer supplies, because replacements are difficult to arrange on competition day. Use this list alongside the event plan to check what must be purchased, printed or brought to the pool.

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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
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 12 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Stir sticks - 200 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Whole wheat rolls - 50 pieces
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilograms
- Ham - 2 kilograms
- Hummus - 8 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Grapes - 8 kilograms
- Muesli bars - 150 pieces
- Oat bars - 100 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salty crackers - 8 packs
- Rice cakes - 6 packs
- Nut-free snack bars - 100 pieces
- Cookies - 8 packs
- Chocolate cookies - 6 packs
- Herb cheese - 12 tubs
- Olives - 6 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Kitchen gloves - 4 pairs
- Paper towels - 8 packs
- Trash can labels - 30 pieces

Tips

Prepare printed start lists, timing forms and result forms before competition day, plus spare copies for every officials’ station. Keep pens, pencils, erasers, calculators and clipboards together so officials do not have to search between races.
Order medals, medal ribbons and medal labels as soon as registration closes. Allow at least 2 weeks for the order and add a small number of spare medals if your categories or results may change.
Pack two complete power setups: extension cords, power strips, batteries and power banks. Test the laptop, tablet, printer and timing software at the pool at least 1 day before the competition.
Prepare participant badges and badge holders for every registered swimmer, official and volunteer. Print a few blank badges as backups for late registrations or corrections.
Plan drinks and catering by headcount, including swimmers, officials and volunteers. Chill drinks several hours before doors open, and keep a separate supply for the officials’ area so it is not used up during the first session.

Frequently asked questions

What equipment do I need for a masters swimming competition?: At minimum, prepare stopwatches, starting whistles, course signs, backstroke flags, measuring tapes and kickboards. Add timing equipment, a laptop or tablet, printed forms, clipboards and spare batteries before the first race.
How many medals should I order for a masters swimming competition?: Order one medal for each planned placing in every event and age group, based on the final program. Add 5 to 10 percent spare medals or at least 3 extras to cover result changes, damaged items or unexpected awards.
How early should I print swimming competition start lists?: Print the main start lists 1 day before the competition, after registrations and series are checked. Bring at least 2 spare copies of each list and keep a digital version on the laptop or tablet.
How much catering and drink should I buy for a swim meet?: Count swimmers, officials and volunteers separately, then plan roughly 2 to 3 drinks per person for the first hour and 1 drink per person for each additional hour. Add 10 percent extra food and drinks for late arrivals and longer sessions.

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