Swimming School Open Day Checklist

A swimming school open day needs more than a timetable and a pool booking. You need a clear registration process, trial lessons that fit the available teachers, and a safe route through the pool and changing rooms. This checklist takes you from publishing the programme to welcoming visitors, including the small details that are often left until the last minute: name stickers, dietary requirements, information packs, equipment checks and chilled drinks.

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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

Publish the date and program
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve the pool area
Schedule trial lessons
2 people
Assign teachers
Confirm registrations
Create map and route
Assemble info packs
2 people
Prepare name stickers
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test equipment
2 people
Lay out badges and forms
2 people

Event

Check Swimming Pool and Changing Rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Hang decorations
2 people
Set Out Taster Lesson Materials
3 people
Set up the catering buffet
3 people
Check safety equipment
2 people
Brief the team at the entrance
2 people
Welcome visitors
3 people
Register attendance
2 people
Provide guided tours
2 people
Assist trial lessons
4 people
Provide information about the lessons
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Dry wet floors immediately
2 people
Wave goodbye to visitors
2 people

Aftercare

Tear down the buffet
3 people
Collect materials
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Chill leftover food
2 people
Return materials
2 people
Send thank-you message
Follow up on trial lesson requests

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Buffet tablesqty 2
Coat racksqty 3
Party tent

Tableware

Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 40
Serving plattersqty 8
Serving tongsqty 6

Sports equipment

Pool noodlesqty 20
Swim boardsqty 20
Floating ringsqty 15
Dive ringsqty 20
Arm floatiesqty 20
Inflatable ballsqty 10
Swimming gogglesqty 20
Swim capsqty 20

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3
Handheld megaphone
Speaker

Office

Registration formsqty 150
Pensqty 30
Name stickersqty 150
Information leafletsqty 150
Clipboardsqty 6
Wristbandsqty 150
Route arrowsqty 20
Warning signsqty 6

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 8
Buntingqty 6
Tapeqty 6

Lighting

LED lampsqty 6
Batteriesqty 24

Cleaning

Mopsqty 4
Bucketsqty 4
Floor squeegeesqty 3
Cleaning glovesqty 6
Waste binsqty 6

Safety

First aid kit
Life ringsqty 2
Rescue linesqty 2
Non-slip matsqty 8

Catering

Groceries

Tips

Publish the date, programme and registration details early enough to collect dietary requirements and group visitors into trial lessons. Send confirmations with arrival instructions rather than relying on people to remember their booking.
Check the pool area and changing rooms before setting up tables, chairs, coat racks and the reception desk. Confirm the visitor route, signage and access points at least one day before the open day.
Test every piece of taster-lesson equipment before visitors arrive, including pool noodles, swim boards, floating rings, dive rings, arm floaties, goggles and swim caps. Keep safety equipment separate and easy for the team to reach.
Prepare the reception area with registration forms, pens, name stickers and information leaflets before the briefing. Count the forms and stickers against the confirmed registrations, then add a small spare supply.
Set up refreshments only after the pool and lesson areas are ready. Chill drinks in the coolers, check kettles and coffee machines, and keep extension cords and power strips away from wet or busy walkways.

Frequently asked questions

How far in advance should I organise a swimming school open day?: Start publishing the date and programme at least 4 weeks ahead. Allow the final 7 days for processing registrations, confirming trial lessons, assigning teachers and checking the pool arrangements.
How many teachers do I need for a swimming school open day?: Assign at least one teacher to each scheduled trial lesson, then add one person to coordinate arrivals and transitions if lessons overlap. Final numbers depend on class size, pool rules and the number of sessions.
What should I prepare for swimming school open day registration?: Prepare one registration form, name sticker and information pack for every confirmed visitor, plus at least 10% extra. Put the reception desk in place before the team briefing so arrivals do not block the pool entrance.
When should I set up the swimming pool open day equipment?: Lay out lesson materials and check safety equipment on the same day only if the venue allows secure storage. Complete the equipment test at least 60 minutes before the first visitor and leave time to remove damaged or unsuitable items.

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.