Underwater Photo Contest Checklist

An underwater photo contest needs more than cameras and a judging panel. You must coordinate venue access, dive safety, participant groups, image handling and the final presentation in the right order. Start with the rules, permits and safety plan, then manage registrations and equipment checks before the event day. Use this checklist to keep judging fair, protect participants and avoid last-minute problems such as missing memory-card readers, untested housings or chilled catering without storage.

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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

Reserve competition venue
Draw up competition rules
2 people
Assign judges
Create a safety plan
2 people
Check permits
Create photographer list
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
Assign starter groups
2 people
Send briefing
Align jury criteria
3 people
Order catering
Arrange prizes and certificates
Check dive safety
2 people
Test photography equipment
2 people
Prepare presentation files
Confirm location and route
Do the shopping
2 people
Store catering chilled
2 people
Assemble participant packs
2 people
Set up venue materials
2 people

Event

Prepare registration table
2 people
Mark off the diving area
3 people
Connect power and equipment
2 people
Set up the jury room
2 people
Check safety equipment
2 people
Receive participants
3 people
Register attendance
2 people
Distribute participant packs
2 people
Give the safety briefing
2 people
Supervise the dive starts
4 people
Monitor the diving area
3 people
Collect photo files
2 people
Register memory cards
2 people
Serve snacks and drinks
3 people
Refill drinks
Check and back up photos
2 people
Set out jury images
2 people
Have the jury judge
4 people
Organize audience voting
2 people
Check the winners list
2 people
Handle prize ceremony
2 people
Photograph the winners
Answer final questions
2 people

Aftercare

Switch off equipment
2 people
Dismantle materials
4 people
Collect waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Return rented items
2 people
Send photos to participants
Publish winners online
Return Lost Items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 50
Judges' table
Coat rack

Equipment

Laptopsqty 3
Card readersqty 4
Memory card readersqty 4
External hard drivesqty 2
Projector
Projection screen
Cable reelsqty 3
Extension cordsqty 6
Watertight containersqty 8
Waterproof phone casesqty 10

Sports equipment

Diving buoysqty 6
Lane markingsqty 12
Diving flagsqty 4
Spare glassesqty 6
Spare finsqty 4
Inflatable floatsqty 6
Underwater glueqty 8
Dive lightsqty 8
Underwater camerasqty 4
Underwater housingsqty 4
Spare batteriesqty 20
Charging stationsqty 4
Towelsqty 40

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Thermos flasksqty 4

Decorations

Directional signsqty 8
Registration signsqty 2
Number cardsqty 60
Name stickersqty 60
Jury board

Lighting

LED lampsqty 6
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Spongesqty 6
Tea towelsqty 12
Microfiber clothsqty 12
Broomqty 2
Dustpan and brushqty 2

Kitchen

Coolersqty 4
Serving plattersqty 8
Serving tongsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Water jugsqty 6
Hot drink urnsqty 2

Catering

Groceries

Tips

Write the competition rules before opening registration, including image limits, deadlines, file requirements and how judges will score entries. Send the rules with the invitation so participants know what to prepare.
Complete the safety plan and permit checks at least 2–4 weeks before the contest. Confirm dive routes, lane markings, diving flags, buoys, spare fins and glasses, and decide who handles an incident.
Test every underwater camera, housing, light, battery and memory card reader at least 48 hours before the start. Charge spare batteries and keep sensitive equipment in watertight containers rather than loose in bags.
Close registration early enough to assign starter groups and check dietary requirements. Send the briefing at least 3 days before the event with the route, arrival time, group allocation, safety instructions and file hand-in process.
Prepare the judging and presentation setup before participants arrive: align jury criteria, test the projector and presentation files, and keep external hard drives plus a backup reader available for image transfers.

Frequently asked questions

How far in advance should I organise an underwater photo contest?: Start planning at least 6–8 weeks before the contest. Reserve the venue, check permits, write the rules and assign judges first; registrations and equipment preparation can follow once those details are fixed.
When should participants receive the underwater photo contest briefing?: Send the briefing at least 3 days before the event, and resend the confirmed starter groups and route 24 hours before arrival. Include safety rules, equipment expectations, image submission instructions and the registration time.
How many spare batteries and memory-card readers do I need?: Plan at least 1 spare battery per camera and 2 memory-card readers for the registration or file-transfer area. Add one backup reader and an external hard drive if several groups will submit images at the same time.
What should I check on the day of an underwater photo contest?: Allow 2 hours before the first dive for venue setup, the registration table, safety equipment, charging stations, presentation technology and catering storage. Check housings, dive lights, buoys, flags and group lists before participants enter the water.

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.