What to Buy for a Swimming Competition

A swimming competition needs more than swimmers, lanes and a stopwatch. You will need timing and race-control equipment, printed start information, prizes, power supplies and a simple catering setup for participants and volunteers. This shopping list covers the practical items that are easy to overlook, from spare charging cables and extension cords to cups, coolers and serving equipment. Check what the pool already provides before buying bulky items such as starting blocks, lane lines or turning-point flags.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Coat racksqty 4
Waste binsqty 8

Sports equipment

Starting blocksqty 6
Field linesqty 6
Turning point flagsqty 12
Bib numbersqty 80
Stopwatchesqty 8
Whistlesqty 6
Medalsqty 80
Cupsqty 12
Badminton nets

Equipment

Laptopqty 2
Printer
PA system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 4
Charging cablesqty 6

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 6
Serving traysqty 8
Buffet traysqty 8
Groceries
- Coffee - 4 packs
- Tea assortment - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- Sliced cheese - 3 kilogram
- Ham slices - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Butter - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Muesli bars - 100 pieces
- Currant buns - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 10 packs
- Breakfast cake - 6 packs
- Brownies - 100 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Stirrers - 150 pieces
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Disinfectant wipes - 6 packs
- Liquid hand soap - 6 bottles
- Latex gloves - 4 boxes

Decorations

Buntingqty 8
Balloonsqty 100
Directional signsqty 12
Tableclothsqty 8

Lighting

LED lampsqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
First aid kitsqty 2
Hand soap dispensersqty 4

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Cookie boxesqty 6
Aluminum foilqty 3
Food storage containersqty 12

Tips

Plan one stopwatch and one whistle for every active timekeeper or official, plus at least two spare stopwatches and one spare whistle. A failed device should not stop a heat.
Print the participant list and starting lists before race day, then bring extra copies and a printer if registrations or lane assignments may change. Allow at least one printed set for the competition table and one for officials.
Bring more power equipment than the laptop and PA system alone suggest: pack extension cords, power strips and charging cables, and test the full setup before swimmers arrive. Keep phones charged for timing, coordination and emergency contact.
For catering, count reusable cups, plates and cutlery sets against the number of swimmers, volunteers and guests, then add at least 10% extra. Fill coolers before setup and use water jugs or thermos flasks so drinks remain available between heats.
Order medals and other prizes several weeks before the competition, using the confirmed number of events and awards. Also check bib numbers, cups and serving spoons early; replacing a missing small item on race morning is harder than replacing it during setup.

Frequently asked questions

What equipment do I need for a swimming competition?: At minimum, plan timing equipment, whistles, bib numbers, starting blocks, lane and turning-point markers, a competition table, printed start lists and a PA system. Confirm the pool’s supplied equipment at least 1 week before the event so you only buy or borrow what is missing.
How many cups and plates do I need for a swimming competition?: Count one cup, plate and cutlery set per planned catering guest, including swimmers, volunteers and officials, then add 10% spare. For 100 people, that means at least 110 of each reusable tableware item.
When should I order swimming competition medals?: Order medals at least 3 to 4 weeks before race day, once the number of events and award categories is confirmed. Keep a small number of spare medals if heats or age groups may change after registration.
How much drinking water should I buy for a swimming competition?: Allow around 1.5 litres of drinking water per participant, volunteer and official for a half-day competition, and up to 2 litres for a full day or warm venue. Prepare the coolers and water jugs before the first swimmers arrive.

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