Three-day swimming camp checklist

A three-day swimming camp needs more than pool time and swim gear. You need a clear programme, confirmed supervision, medical and dietary information, sleeping arrangements, meals and transport organised before participants arrive. This checklist takes you from booking the date and pool to registering swimmers, preparing drills and packing labelled swim bags. It also helps you catch details that are often left until the last day, such as a reserve pool, spare goggles and a workable room plan.

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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

Confirm date and location
2 people
Reserve pool
Reserve overnight accommodation
Create the program and swimming times
2 people
Assign supervision and monitoring
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical information
2 people
Check permissions
2 people
Create participant lists
2 people
Create room assignments
2 people
Check Transport and Route
2 people
Prepare swimming drills
3 people
Prepare evening activities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Label Swim Bags
2 people
Prepare food
3 people

Event

Set up sleeping accommodations
4 people
Set up the reception desk
2 people
Receive participants
4 people
Register attendance
2 people
Explain the room layout
2 people
Explain house rules and safety
3 people
Guide the changing rooms
3 people
Assist swim training
5 people
Refill drinks
2 people
Serve dinner
4 people
Supervise the evening game
3 people
Serve evening snack
2 people
Carry out evening round
3 people
Start night watch
2 people
Prepare breakfast
3 people
Serve breakfast
4 people
Lead the morning training session
5 people
Prepare lunch packs
3 people
Serve lunch
4 people
Guide the afternoon activity
4 people
Lead the afternoon training session
5 people
Prepare dinner
4 people
Serve dinner
4 people
Facilitate the team game
4 people
Carry out evening round
3 people
Lead the final training session
5 people
Serve lunch
4 people
Assist swim competition
5 people
Assist with the closing activity
4 people
Handle prize ceremony
3 people
Serve the final dinner
4 people
Gather luggage
3 people
Check out participants
3 people
Inform parents about departure
2 people
Wash dishes
3 people

Aftercare

Clean the kitchen
3 people
Clean the sleeping area
4 people
Clean pool supplies
3 people
Collect and remove waste
2 people
Check borrowed items
2 people
Return materials
2 people
Sort lost property
2 people
Inform parents about found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Coat racksqty 4
Storage cratesqty 12
Laundry basketsqty 8

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Large potsqty 4
Coolersqty 4
Thermos flasksqty 4
Measuring cupsqty 3

Sports equipment

Swimming kickboardsqty 20
Pull buoysqty 20
Swim armbandsqty 12
Dive ringsqty 20
Water polo ballsqty 4
Whistlesqty 6
Stopwatchesqty 6
Team Jerseysqty 30
Swim capsqty 35
Spare swim gogglesqty 10
Emergency blanketsqty 6

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4
Walkie-talkiesqty 6
Laminator
Printer

Sleeping

Sleeping matsqty 35
Sleeping bagsqty 35
Cushionsqty 35
Blanketsqty 10

Safety

First aid kitsqty 2
Flashlightsqty 8
Reflective vestsqty 8
Emergency contact foldersqty 3

Decorations

Team flagsqty 6
Name stickersqty 40
Markersqty 12
Whiteboardsqty 3
Whiteboard markersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Sponge clothsqty 12

Catering

Groceries

Tips

Set the programme before registration opens, including swimming times, drills, meals, evening activities and quiet hours. Participants and supervisors should know what each day looks like before they arrive.
Collect medical information, permissions and dietary requirements on the registration form, then review them before making room plans and meal quantities. Keep the final participant list accessible to every supervisor.
Book sleeping space and confirm the room layout several days before the camp. Prepare labelled swim bags, storage crates and laundry baskets so wet clothing and equipment do not end up mixed together.
Pack equipment by session rather than in one large pile. Count kickboards, pull buoys, swim caps, whistles and stopwatches before departure, and include spare goggles and backup power banks.
Confirm the route and transport plan before the first arrival time. Set up the reception table with attendance lists, room assignments and key information, so registration does not delay the first swimming session.

Frequently asked questions

How far in advance should I plan a three-day swimming camp?: Start at least 6 to 8 weeks before the camp. Book the pool and overnight accommodation first, then allow 3 to 4 weeks for registrations, permissions, medical details and dietary requirements.
How many supervisors do I need for a swimming camp?: Use the pool’s required supervision ratio and your organisation’s safety rules rather than choosing one fixed number. Assign named supervisors for every swimming session at least 1 week in advance, including cover for breaks and emergencies.
What should be included in a three-day swimming camp programme?: Plan each day with swimming times, drills, meals, rest periods and an evening activity. Leave at least 15 minutes between scheduled blocks for changing, moving groups and handling equipment.
When should I prepare the swimming camp equipment?: Collect and count all equipment 3 to 5 days before departure. Pack swim bags, caps, training aids, whistles, stopwatches, spare goggles, first-aid supplies and charging equipment no later than the day before.

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.