Swimming competition shopping list

A swimming competition needs more than lane equipment and stopwatches. Plan refreshments for swimmers, officials and volunteers, plus a reception desk, jury area and clear participant identification. This shopping list covers practical supplies such as reusable cups, coffee service, serving items, bib numbers and medal holders. Check quantities against your registration numbers, then shop and chill drinks at least one day before the event.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Jury tablesqty 3
Table skirtsqty 8
Clothes racksqty 4

Equipment

Laptopqty 2
Printer
Sound system
Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 6
Charging stationsqty 2

Sports equipment

Stopwatchesqty 8
Starting blocksqty 8
Field linesqty 8
Turning point flagsqty 8
Starting whistlesqty 3
Life ringsqty 2
Rescue linesqty 2
Pool thermometersqty 2
Jury clickersqty 8
Bib numbersqty 120
Medal holdersqty 120

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2

Decorations

Competition bannersqty 4
Directional signsqty 12
Stage ribbonsqty 3
Table signsqty 12

Lighting

LED table lampsqty 6
Battery lampsqty 8

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Floor squeegeesqty 3
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 8 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink lemon - 6 trays
- Red sports drink - 6 trays
- Ice cubes - 12 bags
- Currant buns - 80 pieces
- Wholemeal rolls - 100 pieces
- White rolls - 100 pieces
- Multigrain bread - 8 loaves
- Butter - 4 packs
- Margarine - 3 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilograms
- Hummus - 8 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 120 pieces
- Bananas - 10 kilograms
- Apples - 10 kilograms
- Mandarins - 8 kilograms
- Grapes - 6 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilograms
- Bell peppers - 20 pieces
- Frankfurters - 120 pieces
- Hot dog buns - 120 pieces
- Vegetarian hot dogs - 30 pieces
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Croutons - 4 bags
- Baguettes - 12 pieces
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Curry powder - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Compostable snack trays - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 8 packs
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Coffee filters - 2 packs
- Tea bags - 200 pieces
- Wooden stirrers - 300 pieces
- Sugar packets - 300 pieces

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep extra water available for officials, volunteers and swimmers who finish multiple races.
For coffee and tea service, allow one cup per person for a short meet and two cups per person for a longer day. Buy extra coffee cups, plates, cutlery and serving spoons so the service does not stop during peak breaks.
Prepare one bib number for every registered participant, plus at least 5% spare numbers for replacements. Keep the numbers at the reception desk with the participant information and start-list materials.
Count medal holders and prizes against the final number of events, not the number of swimmers. Confirm the medal collection before shopping is complete so missing items are found before setup day.
Pack electrical and timing supplies separately from food and tableware. Check the laptop, printer, microphones, extension cords, power strips, stopwatches and jury clickers at least 24 hours before the first race.

Frequently asked questions

What do I need to buy for a swimming competition?: Plan drinks, snacks, coffee and tea supplies, reusable cups, plates, cutlery and serving spoons. You may also need bib numbers, medal holders, printing supplies and practical equipment for timing, announcements and the reception desk.
How many drinks do I need for a swimming competition?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add a 10% buffer for officials, volunteers and unexpected attendance.
How many bib numbers should I order for a swim meet?: Prepare one bib number per registered participant and add at least 5% spare numbers. Finalise the registration list before printing, ideally no later than 48 hours before the competition.
When should I buy supplies for a swimming competition?: Buy non-perishable supplies three to seven days beforehand. Chill drinks and check equipment, printing materials and serving items at least 24 hours before the first race.

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