Swimming competition checklist

A swimming competition runs smoothly when the pool, people and paperwork are ready in the right order. Set the date and reserve the pool before opening registrations, then build the schedule around the available lanes and session time. In the final week, confirm swimmers, medical details, officials and volunteers, and prepare start lists and race packets. This checklist also covers equipment, refreshments and the small details that are often left until the morning of the event.

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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

Set the match date
2 people
Reserve pool
Draft the competition schedule
2 people
Set the match rules
2 people
Contact officials and jury
2 people
Send invitations
2 people
Open the registration form
Hang up promotion
2 people
Process registrations
2 people
Collect dietary requirements
Register volunteers
2 people
Assign swimmers
2 people
Create start lists
2 people
Brief officials
2 people
Book catering
Collect medical information
Check parent contacts
Print race numbers
2 people
Print certificates
2 people
Checking prizes
Check the shopping list
Do the shopping
2 people
Assemble Race Packets
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the officials' room
2 people
Check the competition lanes
3 people
Check the starting blocks
2 people
Test timekeeping
3 people
Test sound system
2 people
Prepare safety equipment
2 people
Build the catering buffet
3 people

Event

Register participants
4 people
Hand out race numbers
2 people
Direct swimmers to the changing rooms
2 people
Welcome the audience
3 people
Give the opening briefing
2 people
Lead the warm-up
3 people
Announce competition rounds
Record times
6 people
Update the rankings
2 people
Provide water for officials
2 people
Refill drinks
2 people
Serve snacks
3 people
Keep buffet clean
2 people
Empty trash bins
2 people
Answer audience questions
2 people
Check final results
3 people
Support awards ceremony
4 people
See participants off
3 people

Aftercare

Gather competition materials
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Wash dishes
3 people
Check changing rooms
2 people
Clean the pool area
4 people
Dispose of waste
2 people
Publish results
Reorder certificates
Return borrowed items
2 people
Store leftover food
2 people
Register lost items

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 80
Benchesqty 12
Clothes racksqty 4
Tableclothsqty 8

Sports equipment

Competition lane ropesqty 6
Starting blocksqty 6
Pull buoysqty 12
Kickboardsqty 12
Swim capsqty 120
Whistlesqty 8
Medal ribbonsqty 30
Medal holdersqty 30
Winner's cupsqty 12
Bib numbersqty 120

Equipment

Stopwatchesqty 8
Megaphonesqty 2
Laptopsqty 2
Printersqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 6
Speakersqty 2
Microphone

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8

Decorations

Competition flagsqty 12
Directional signsqty 10
Name badgesqty 80
Badge holdersqty 80

Cleaning

Mop setsqty 3
Bucketsqty 4
Waste binsqty 8
First aid kitsqty 2

Catering

Groceries

Tips

Reserve the pool before announcing the competition, and confirm the number of available lanes, starting blocks, lane ropes and changing facilities in writing.
Open registration only after the date, rules and schedule framework are clear. Close entries early enough to process registrations, collect dietary and medical information, and check parent contacts.
Prepare start lists, race numbers, certificates and race packets at least 2 days before the competition. Keep a printed backup because laptops and printers may not work poolside.
Brief officials, jury members and volunteers before swimmers arrive. Give them a clear timetable, assigned positions and working communication such as walkie-talkies or a megaphone.
Chill drinks and prepare snacks on the day before or early on event morning. Set up water jugs, reusable cups, serving tables and coolers away from the pool deck to reduce spills.

Frequently asked questions

How far in advance should I book a swimming competition pool?: Book the pool at least 8 to 12 weeks before the competition, especially if you need several lanes or starting blocks. Confirm the available session length, setup access and any restrictions before sending invitations.
When should swimming competition registration close?: Close registration 7 to 10 days before the event. This leaves enough time to assign swimmers, create start lists, check contacts and medical information, and print race numbers and race packets.
How many officials and volunteers does a swimming competition need?: For a small competition, plan for at least 1 meet official, 1 timekeeper per lane, 1 starter, 1 announcer and 2 to 4 general volunteers. Add more help if swimmers need escorts, registration support or a separate refreshment area.
What should I prepare the day before a swimming competition?: Finish the shopping, assemble race packets, print certificates and race numbers, check prizes, and test laptops, printers, stopwatches and communication equipment. Chill drinks and prepare snacks as far ahead as food safety allows.

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.