Swimming competition shopping list

A swimming competition needs more than lane ropes and starting blocks. Plan supplies for swimmers, officials, volunteers and spectators, including race packets, swim caps, refreshments and certificates. Drinks should be chilled before the first heats, while snacks need to be easy to serve between races. Use the quantities on your registration list to scale cups, plates, food and printed materials, and check power, communication and timing equipment before shopping.

Organize this event for free with Lizzt

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
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 12 bottles
- Sandwiches - 180 pieces
- Whole grain bread - 8 loaves
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice cakes - 6 packs
- Muesli bars - 120 pieces
- Bananas - 12 kilo
- Apples - 12 kilos
- Grapes - 8 kilos
- Cookies - 10 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 8 bottles

Tips

Allow at least 2 reusable cups per person for a half-day meet, plus 10% extra for replacements. Prepare separate water jugs or coolers so swimmers can refill without queuing at the catering table.
Buy 1 swim cap for every registered swimmer and keep at least 5 spare caps available for late registrations or damaged caps. Pack caps, race numbers and any printed information together before the event day.
Plan 2–3 drinks per person for the first hour, then 1–2 more per person for each additional hour. Chill bottled or jugged drinks several hours ahead and bring enough coolers to keep them cold throughout the programme.
Provide roughly 1 snack portion per swimmer after every 2–3 races, with extra portions for officials and volunteers. Keep dietary-requirement information beside the serving area so the correct snacks are easy to identify.
Check the number of stopwatches, whistles and walkie-talkies against the officials’ briefing plan at least 48 hours before the meet. Test printers, laptops, microphones, extension cords and power strips before packing them.

Frequently asked questions

How many swim caps do I need for a swimming competition?: Buy one cap per registered swimmer and keep at least 5 spare caps for a small competition. For larger meets, add about 5–10% spares to the swimmer count.
How many drinks should I buy for a swim meet?: Allow 2–3 drinks per person during the first hour and 1–2 drinks for every additional hour. Add around 10% extra for volunteers, officials and unexpected attendance.
How much food do I need for a swimming competition?: Plan at least 1 snack portion per swimmer after every 2–3 races, plus 2–3 portions per official and volunteer for a half-day event. Add separate options for every dietary requirement collected during registration.
When should I prepare the race packets and refreshments?: Assemble race packets at least 1 day before the competition, then chill drinks several hours before the first race. Prepare snacks as close to serving time as practical, while keeping packaged items ready in advance.

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.