What you need for a swimming school open day

A swimming school open day needs more than pool equipment. Visitors also need a quick registration point, clear information, name stickers, drinks and a place to sit between trial lessons. Plan supplies for the busiest hour, not just the expected headcount: allow one registration form and name sticker per visitor, plus at least 10% extra. Keep refreshments separate from wet areas, and check power, safety equipment and changing-room access before setup day.

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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
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Decaf tea bags - 1 box
- Spa Blauw - 6 crates
- Spa Rood - 2 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 3 bottles
- Ice cubes - 8 bags
- Mini ice pops - 120 pieces
- Mini croissants - 100 pieces
- Mini raisin buns - 80 pieces
- Multigrain rolls - 60 pieces
- Unsalted butter - 2 packs
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 100 pieces
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 dispensers
- Paper towels - 12 packs

Tips

Prepare one registration form, pen and name sticker for every expected visitor, then add 10% extra. Keep the forms and information leaflets together at the reception desk so arrivals do not queue at the pool entrance.
For a two-hour open day, plan roughly two drinks per person for the first hour and one more for each additional hour. Chill drinks in coolers before doors open, and keep a separate supply for teachers and helpers.
Set out enough plates, reusable cups and cutlery for the busiest serving period, plus 10% spare. Use serving platters and tongs so snacks can be replenished without visitors reaching across the buffet.
Give each trial lesson its own small set of pool equipment instead of moving everything between groups. Keep spare goggles, swim caps and flotation aids available for children who arrive without them.
Test coffee machines, kettles, speakers and any extension cords at least one day before the open day. Keep power strips and cables away from wet routes, and do not rely on a single socket for the reception and catering areas.

Frequently asked questions

How many registration forms and name stickers do I need for a swimming school open day?: Prepare one form and one name sticker for every registered visitor or family member who will attend. Add at least 10% spare, so 100 expected visitors means 110 forms and 110 stickers.
How many drinks should I buy for a swimming school open day?: For a two-hour event, allow about three drinks per person: two during the first hour and one during the second. Add 10% extra for staff, late arrivals and warm weather.
How much swimming equipment is needed for trial lessons?: Plan one working item per participant for the main equipment used in each lesson, with several spares ready at poolside. For 12 children, prepare at least 12 suitable boards or noodles and keep extra goggles, caps and flotation aids available.
When should I prepare the open day shopping and equipment?: Complete the main shopping at least two days before the event, then chill drinks and pack information materials the day before. Test electrical and lesson equipment at least 24 hours in advance so replacements can still be arranged.

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