Synchronized Swimming Competition Checklist

A synchronized swimming competition depends on more than reserving pool time. You need the format, rules, officials, music, registrations, schedule and safety cover aligned before athletes arrive. This checklist takes you from the first planning decisions to starter packs, score sheets and the final equipment check. Use it to assign responsibilities, track deadlines and avoid problems such as missing music files, incomplete participant details or a judging table without the right paperwork.

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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

Set competition format
2 people
Reserve pool
Check the competition rules
2 people
Assign judges
2 people
Confirm technical officials
2 people
Invite participants
2 people
Send audience invitations
2 people
Open the registration form
Gather dietary requirements
Confirm first aid staffing
Gather music files
2 people
Process registrations
2 people
Compile start lists
2 people
Set the music order
2 people
Publish the match schedule
Check reservations
Assign staff
2 people
Open ticket sales
Print score sheets
Check participant details
2 people
Do the shopping
2 people
Add music to playlist
Collect materials
3 people
Prepare starter packs
2 people
Sort competition pieces
2 people
Chill drinks
2 people
Open venue
2 people
Check pool water and changing rooms
2 people
Set up jury table
3 people
Set up the registration desk
2 people
Set up audience seating
4 people
Put up barriers
2 people
Test sound and music
2 people
Lay out jury supplies
2 people

Event

Receive participants
3 people
Hand out race numbers
2 people
Register attendance
2 people
Assist with the swim-in
3 people
Give the jury briefing
2 people
Give technical briefing
2 people
Open audience doors
3 people
Welcome the audience
3 people
Give the opening speech
Announce starting order
Play music per routine
Guide competition rounds
4 people
Collect scores
2 people
Process scores
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Keep the audience area clean
2 people
Publish interim results
Prepare awards ceremony
3 people
Announce winners
Present medals
3 people
Deliver the closing remarks
See the audience out
3 people
Check out participants
2 people

Aftercare

Turn off the sound equipment
2 people
Archive jury forms
2 people
Clear away chairs and tables
4 people
Remove the barriers
2 people
Wash dishes
2 people
Collect waste
3 people
Check changing rooms
2 people
Clean the audience area
3 people
Pack up materials
3 people
Return borrowed items
2 people
Send out the results
Handle lost and found

What to bring

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

Furniture

Tablesqty 10
Chairsqty 180
Judges' tableqty 2
Registration desk
Changing room benchesqty 12

Equipment

Laptopqty 3
Music laptop
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
USB sticksqty 3

Sports equipment

Bib numbersqty 100
Swim capsqty 100
Waterproof music speakersqty 2
Game clocksqty 2
Stopwatchqty 3
Whistlesqty 4
Pool barrier
Conesqty 12
Non-slip matsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Jury

Score sheetsqty 400
Jury matsqty 12
Clipboardsqty 15
Calculatorsqty 4
Pensqty 40
Markersqty 12
Starting listsqty 20
Program bookletsqty 200

Decorations

Stage ribbon
Flagsqty 8
Competition bannersqty 3
Tableclothsqty 10

Cleaning

Waste binsqty 8
Hand broomsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the competition format and check the current rules before opening registration. Your format determines the start lists, judging setup, music order and the amount of pool time you need.
Reserve the pool early and confirm every reservation detail before publishing the schedule. Check changing rooms, benches, pool access, barriers, non-slip mats and space for registration and judging.
Confirm judges, technical officials and first-aid staffing before sending final event information. Do not wait until competition week to discover that an official or qualified responder is unavailable.
Gather music files as registrations come in, then test every track on the music laptop and speakers. Keep the final music order on the laptop and at least one USB stick, with a backup copy available.
Close registrations with enough time to check participant details, compile start lists and print score sheets. Prepare bib numbers, swim caps and starter packs before event day instead of sorting them at the registration desk.

Frequently asked questions

How far in advance should I reserve a pool for a synchronized swimming competition?: Reserve the pool as soon as you have an estimated competition format and participant number, preferably several months ahead. Confirm the booking again before publishing the match schedule and check access, changing rooms and setup time.
When should registration close for a synchronized swimming competition?: Close registration early enough to verify participant details, process dietary requirements and compile the start lists. A practical deadline is at least 7 days before the competition, with the final schedule published after those checks.
How many copies of the music should I bring to the competition?: Bring the final music order on the music laptop plus at least one USB stick containing the same files. Test all tracks before the event and keep a second backup copy so one failed device does not stop the programme.
What equipment is needed at a synchronized swimming competition?: Plan equipment for registration, judging, music and pool safety: a laptop, music laptop, speakers, mixer, microphone, extension cords, power strips, score sheets, stopwatch, whistles, pool barrier and non-slip mats. Check every item at least one day before setup.

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.