Swimming competition checklist

A swimming competition runs smoothly when the decisions are made before anyone arrives at the pool. Set the format and event schedule first, then open registration, organise categories and heats, and assign clear roles to judges, volunteers and First Aid. In the final week, check lane equipment, print race numbers and schedules, confirm travel information, and prepare drinks and serving supplies. This checklist keeps planning in order and highlights details that are easy to leave until the last minute.

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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 a swimming location
Define the competition format
2 people
Record competition events
2 people
Define participant categories
2 people
Draw up safety agreements
2 people
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Arrange start heats
2 people
Create lane layout
2 people
Assign volunteers
2 people
Confirm judges
Coordinate First Aid
Share parking information
Send participant information
Print the match schedule
Print race numbers
Check the shopping list
Check sports equipment
2 people
Prepare awards ceremony
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Check the venue and changing rooms
2 people
Set up the registration desk
2 people
Set up jury table
2 people
Set up tables and chairs
3 people
Apply the lane layout
3 people
Check the starting blocks
2 people
Set up the timing station
2 people
Test the PA system
2 people
Prepare registration materials
2 people
Lay out prizes and medals
2 people
Prepare coffee and tea
2 people
Prepare snacks and fruit
2 people
Brief volunteers
2 people

Event

Register participants
3 people
Hand out race numbers
2 people
Give the swimming briefing
2 people
Lead the warm-up
2 people
Start first sessions
4 people
Record times
4 people
Broadcast series
Guide swimmers to the lanes
2 people
Refill drinks
2 people
Serve snacks and fruit
2 people
Collect used cups
2 people
Check results
2 people
Announce the finals
Assist with the finals
4 people
Record final times
4 people
Prepare winners lists
2 people
Handle prize ceremony
3 people
Announce the results
Check out participants
2 people

Aftercare

Collect waste
3 people
Check the dressing rooms
2 people
Dismantle furniture
3 people
Gather sports equipment
3 people
Wash dishes
2 people
Clean tables and floors
3 people
Conduct the final venue check
2 people
Return materials
2 people
Return borrowed materials
2 people
Send results digitally
Process lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Folding tableqty 2
Waste binsqty 6

Sports equipment

Bib numbersqty 80
Swimming buoysqty 12
Swimming kickboardsqty 12
Pull buoysqty 12
Conesqty 20
Whistlesqty 6
Stopwatchesqty 8
Measuring tape
Course signsqty 8

Equipment

Laptop
Tabletqty 2
Printer
Megaphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3
Teapotsqty 2
Serving plattersqty 10
Serving spoonsqty 6

Catering

Coolersqty 4
Thermos flasksqty 4
Water dispensersqty 2
Lemonade jugsqty 3
Medalsqty 30
Trophiesqty 6
Gift vouchersqty 6

Office

Clipboardsqty 10
Ballpoint pensqty 30
Waterproof markersqty 12
Notepadsqty 10
Paperqty 500
Name stickersqty 100
Tapeqty 4
Scissorsqty 4
Elastic bandsqty 100

Safety

First aid kit
Disposable glovesqty 2
Reflective vestsqty 10
Warning signsqty 6

Cleaning

Bucketsqty 3
Spongesqty 8
Microfiber clothsqty 12
Broomqty 2
Floor squeegeeqty 2
Dishpanqty 2
Drying racksqty 2

Groceries

Groceries

Tips

Set the competition format before opening registration, including race events, participant categories and how heats will be arranged. Otherwise, you may need to reorganise the participant list later.
Close registrations early enough to check names, categories and dietary requirements before creating the start heats and lane layout. Send the final participant information before printing race numbers and schedules.
Confirm judges, volunteers and First Aid separately rather than assuming one person will cover several roles. Give each volunteer a specific position and arrival time before event day.
Test the practical setup at the venue before the first race: check stopwatches, whistles, the megaphone, lane equipment, signs, power supplies and the printer. Pack backup power banks for devices used throughout the day.
Buy and chill drinks in time for the event, then pack coolers, reusable cups, water dispensers and serving supplies together. Bring materials to the venue with enough time to set up tables, chairs and waste bins before participants arrive.

Frequently asked questions

How far in advance should I organise a swimming competition?: Start reserving the swimming location and defining the competition format at least 8 to 12 weeks ahead. Open registration only after the events, categories and safety agreements are clear.
When should swimming competition registration close?: Close registration about 7 to 10 days before the competition. This leaves time to process entries, check dietary requirements, arrange heats and lanes, and send final participant information.
How many volunteers are needed for a swimming competition?: Plan at least one named volunteer for each operational role, including registration, poolside support, timing, announcements and refreshments. For a small competition, confirm the full team at least 2 weeks beforehand and add cover for breaks.
When should I print the swimming race schedule and race numbers?: Print them 2 to 3 days before the event, after the participant list, heats and lane layout are final. Keep a digital copy on a laptop or tablet in case a late correction is needed.

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.