Swimming competition checklist: what to arrange and when

A swimming competition needs more than a pool and a race schedule. You need to lock in the competition format, officials, entries, lane layout, safety equipment and volunteer cover in the right order. This checklist takes you from reserving the pool through registration, supplier confirmation and event-day setup. Use it to spot the details that are often left until the last week, including emergency contacts, dietary requirements, printed race materials and power for timing and announcements.

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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 competition format
2 people
Draw up competition rules
2 people
Approach officials
2 people
Send invitations
2 people
Open registration form
Recruit volunteers
2 people
Estimate catering needs
2 people
Collect dietary requirements
Process registrations
2 people
Collect entry fees
2 people
Create start lists
2 people
Create lane layout
2 people
Publish the program
Confirm reservation
Order prizes and medals
Create the volunteer schedule
2 people
Record emergency contact
Confirm suppliers
Check participant details
2 people
Print race numbers
Print certificates
Check the shopping list
2 people
Gather competition materials
3 people
Do the shopping
3 people
Sort medals
2 people
Prepare catering
3 people
Prepare documents
2 people

Event

Open venue
2 people
Carry out a safety check
3 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Set up race lines
4 people
Test timekeeping
3 people
Test the PA system
2 people
Set up the catering buffet
3 people
Hang decorations
3 people
Prepare starter packs
2 people
Brief officials
2 people
Register participants
4 people
Hand out race numbers
2 people
Welcome the audience
3 people
Assist with the swim-in
4 people
Give the opening briefing
2 people
Supervise competition events
8 people
Record times
4 people
Check results
2 people
Call participants to the start
2 people
Refill drinks
2 people
Restock fruit and snacks
2 people
Empty trash bins
2 people
Prepare awards ceremony
3 people
Handle prize ceremony
4 people
Hand out certificates
3 people
Make closing announcements
See the crowd off
3 people

Aftercare

Remove competition equipment
4 people
Dismantle furniture
4 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Check changing rooms
2 people
Clean the pool area
4 people
Remove decorations
2 people
Archive results
Inform participants
Return borrowed items
2 people
Store leftover groceries
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Bar stoolsqty 6
Registration desk
Party tentsqty 2
Clothes racksqty 4
Storage binsqty 10
Waste binsqty 8

Sports equipment

Competition lane ropesqty 8
Starting blocksqty 8
Headbandsqty 120
Swimming kickboardsqty 20
Pull buoysqty 20
Dive ringsqty 20
Whistlesqty 10
Life ringsqty 2
Rescue linesqty 2
Non-slip matsqty 10
Start number vestsqty 120
Stage blocksqty 3
Medalsqty 36
Trophiesqty 12
Starting block matsqty 8

Equipment

Stopwatchesqty 12
Tabletsqty 4
Laptopsqty 2
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Megaphonesqty 2
Microphone
Speakersqty 2
Power banksqty 6
Laminator
Calculatorsqty 3

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Thermos flasksqty 6
Serving plattersqty 20
Serving spoonsqty 12
Water jugsqty 10

Decorations

Buntingqty 8
Balloonsqty 150
Competition postersqty 12
Directional signsqty 10
Tableclothsqty 8

Cleaning

Mopsqty 6
Bucketsqty 4
Spongesqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Laundry basketsqty 6

Lighting

LED lampsqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 8
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Thermos bottlesqty 4
Ice packsqty 24

Catering

Groceries

Tips

Reserve and confirm the pool early, then check the exact access and setup window. You need enough time for lane ropes, starting blocks, registration tables, non-slip mats and timing equipment before the first race.
Set the format and rules before opening registration. Publish the events, age groups, entry limits, deadlines and fee details together so you can create accurate start lists and a workable lane layout later.
Recruit officials and volunteers before registrations close, then assign specific shifts. Cover registration, marshalling, timing, refreshments, announcements and safety rather than relying on a general promise that people will help.
Treat safety and participant information as a separate deadline. Record an emergency contact for every participant, check details before printing race numbers, and place life rings, rescue lines and whistles where the responsible crew can reach them quickly.
Test the technical setup at least one day before the competition. Check tablets, laptops, printers, stopwatches, microphones, speakers, extension cords, power strips and power banks, and print certificates and start materials with spare copies.

Frequently asked questions

How far in advance should I organise a swimming competition?: Start reserving the pool and approaching officials at least 8 to 12 weeks before the event. Open registration once the format, rules, entry deadline and pool reservation are confirmed.
How many volunteers do I need for a swimming competition?: Plan separate cover for registration, marshalling, timing, refreshments, announcements and safety, with at least 1 person assigned to each active role. Add a reserve for every shift so breaks and last-minute absences do not disrupt races.
When should I create the swimming competition start list?: Create the start list after registration closes and participant details have been checked, usually 5 to 7 days before the event. Use it to finalise the lane layout, publish the program and print race numbers.
What swimming competition equipment should I check before race day?: Check lane ropes, starting blocks, stopwatches, whistles, headbands, kickboards, pull buoys, dive rings and safety gear at least 48 hours beforehand. Test all tablets, printers, microphones, speakers and power connections 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.