What to Buy for a Swimming Competition

A swimming competition needs more than medals and stopwatches. You also need clearly marked lanes, starting and turning-point equipment, working communications, printed race information and a practical refreshment setup. Use the quantities from your registrations to calculate drinks, food, tableware and race packets. Check batteries, cables and printing supplies before the event, because replacing them at the pool is often difficult once setup has started.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
High tablesqty 4
Judges' tableqty 2
Party tentsqty 2

Sports equipment

Field linesqty 8
Starting blocksqty 8
Turning point flagsqty 16
Conesqty 20
Bib numbersqty 150
Stopwatchesqty 10
Whistlesqty 6
Life ringsqty 2
Swimming kickboardsqty 12

Equipment

Laptopqty 2
Printer
Extension cordsqty 4
Power stripsqty 4
Public address microphone
Speakersqty 2
Megaphone
Coolersqty 4
Cable reelsqty 2

Tableware

Glassesqty 100
Mugsqty 50
Platesqty 100
Cutlery setsqty 100
Pouring jugsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Thermos flasksqty 6
Serving plattersqty 10
Serving tongsqty 6

Decorations

Competition bannersqty 4
Balloon archesqty 2
Tableclothsqty 10
Stage ribbonsqty 2

Lighting

LED lampsqty 6
Light Stripsqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Chocolate milk - 12 liters
- Orange juice - 12 liters
- Apple juice - 8 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Sports drink - 6 boxes
- Ice cubes - 12 bags
- Small rolls - 180 pieces
- Whole grain bread - 8 loaves
- Currant buns - 60 pieces
- Croissants - 60 pieces
- Ham - 3 kilos
- Cheese - 4 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Muesli bars - 150 pieces
- Energy bars - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 5 bags
- Muesli - 4 kilos
- Yogurt - 8 liter
- Honey - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Cardboard cups - 300 pieces
- Wooden stirrers - 300 pieces
- Coffee filters - 2 packs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 10 pairs
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Paper towels - 12 packs
- Bandages - 2 boxes
- Sterile gauze pads - 2 boxes
- Disinfectant wipes - 4 packs
- Disposable ice bags - 10 pieces

Tips

Plan roughly 2–3 drinks per participant for the first hour, then add about 1 drink per person for each additional hour. Include extra water for officials, volunteers and coaches.
Prepare one race packet and one bib number for every registered swimmer, plus at least 5% extra for late corrections or damaged numbers. Print start lists and the program after registration closes.
Count every powered item before loading: laptop, printer, speakers, microphone and chargers. Take enough extension cords, power strips and cable reels to reach the officials’ and reception areas safely.
For the refreshments, match plates, glasses, mugs and cutlery sets to the maximum number of people eating at the same time, then add 10% spare. Chill drinks before setup rather than after guests arrive.
Keep safety and race-control equipment together: life rings, whistles, stopwatches, megaphone, cones, field lines, starting blocks and turning-point flags. Check each item at least one day before the competition.

Frequently asked questions

How many drinks do I need for a swimming competition?: Allow 2–3 drinks per person for the first hour and about 1 additional drink per person for every later hour. Add 10% extra for volunteers, officials and unexpected demand.
How many race packets should I prepare?: Prepare one race packet for each registered swimmer and add 5% extra. For 100 swimmers, that means 105 packets, so you can handle corrections or late registrations.
When should I print the swimming competition start lists?: Print the final start lists after registrations and participant details have been checked, ideally 1–2 days before the event. Bring a few blank copies for last-minute changes.
What equipment needs checking before the competition?: Check stopwatches, whistles, starting blocks, turning-point flags, life rings, the laptop, printer, microphone and speakers at least 24 hours beforehand. Charge batteries and test every cable before loading the equipment.

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