Underwater Rugby Match Planning Checklist

Organising an underwater rugby match involves more than reserving a pool and inviting teams. You need to lock in the competition format, referees, safety contacts and registration details before publishing the event. In the final week, check team information, prepare caps and vests, print forms and signage, and confirm the match schedule. This checklist also helps you coordinate changing areas, scoring equipment, refreshments and volunteer roles so match day runs to time.

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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
Record officiating
2 people
Book referees
2 people
Invite participating teams
2 people
Send audience invitations
2 people
Open the registration form
Publish competition information
2 people
Process registrations
2 people
Check team details
2 people
Collect dietary requirements
Assign volunteers
2 people
Coordinate first aid contact
Send parking information
Send access rules
Draw up the match schedule
2 people
Send team confirmations
Check the shopping list
2 people
Inspect sports equipment
3 people
Sort swim caps and vests
2 people
Print competition forms
Print signage
Check prize materials
Do the shopping
3 people
Chill drinks
2 people
Portion snacks
3 people
Prepare registration table
2 people
Check pool location
2 people
Cordon off the audience area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Mark out the playing field
4 people
Place underwater goals
4 people
Check match ball
2 people
Test sound system and microphone
2 people
Tape down power cables securely
2 people
Set up first aid table
2 people
Set up the catering buffet
3 people
Prepare badges and team folders
2 people
Prepare competition briefing
2 people
Brief the registration team
2 people

Event

Hold referee briefing
3 people
Welcome the teams
4 people
Register attendance
3 people
Assign team changing rooms
2 people
Welcome the audience
3 people
Give the opening briefing
Lead the first match
5 people
Register race standings
2 people
Announcing shift changes
Refill drinks
2 people
Serve snacks
3 people
Answer audience questions
2 people
Check pool safety
2 people
Swap out sports equipment
3 people
Publish interim results
Supervise the final match
5 people
Announce the winners
2 people
Present prizes
2 people
See off teams
3 people
Guide the audience to the exit
2 people

Aftercare

Clean match balls
2 people
Remove underwater targets
4 people
Take down the field
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Check changing rooms
2 people
Clean the venue
4 people
Dry and pack materials
3 people
Return borrowed materials
2 people
Email results to teams
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 70
Bar stoolsqty 6
Changing room benchesqty 8
Waste binsqty 8

Sports equipment

Underwater rugby ballsqty 4
Underwater targetsqty 2
Field linesqty 4
Field anchorsqty 8
Blue team vestsqty 15
White team vestsqty 15
Blue swim capsqty 15
White swim capsqty 15
Spare swim capsqty 10
Water polo capsqty 35
Dive masksqty 35
Snorkelsqty 35
Swim finsqty 35
Whistlesqty 6
Stopwatchesqty 4
Scoreboardsqty 2
Conesqty 12
Storage binsqty 8

Equipment

PA system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 4
Laptop
Printer
Coolersqty 4
Speakersqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Ice packsqty 20
Food containersqty 12

Registration

Registration tableclothsqty 2
Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 8
Pensqty 30
Competition foldersqty 12
Competition formsqty 60
Directional signsqty 12

Decorations

Buntingqty 8
Team flagsqty 8
Stage backdrop
Prize display

Lighting

LED lampsqty 8
Battery lanternsqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Safety vestsqty 12
Non-slip matsqty 10
Barrier tapeqty 6

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Reserve the pool before opening registration, and confirm the full access window rather than only the match start time. Allow time for setup, team briefing, changing, and clearing the pool after the final game.
Set the competition format and match schedule before sending team confirmations. Include match duration, breaks, pool allocation and referee assignments so teams can plan their arrival.
Confirm referees and a first aid contact at least 2–3 weeks before the match. Record who is responsible on the day and share access rules, parking information and emergency procedures with teams and volunteers.
Check team details and collect dietary requirements as registrations arrive, rather than waiting until the closing date. Prepare separate blue and white caps and vests, plus spare swim caps, before teams enter the changing rooms.
Inspect balls, targets, field lines, anchors, whistles, stopwatches and scoreboards during the final week. On the day before, chill drinks, charge the laptop and microphones, and test extension cords and power strips before setup starts.

Frequently asked questions

How far in advance should I organise an underwater rugby match?: Start at least 8–12 weeks before the match. Book the pool, set the competition format and reserve referees first; open registration only after those basics are confirmed.
When should registration close for an underwater rugby match?: Close registration 2–3 weeks before match day. This gives you time to check team details, assign volunteers, collect dietary requirements and draw up the schedule.
How many referees are needed for an underwater rugby match?: Plan the officiating team around your competition format and number of simultaneous matches, then add cover for breaks or absence. Confirm the final referee roster at least 2 weeks in advance and record assignments with the match schedule.
What should I check the day before an underwater rugby match?: Inspect all sports equipment, sort team caps and vests, print competition forms and signage, and confirm the pool access window. Also chill drinks and test the PA system, wireless microphones, laptop, chargers and power connections before leaving the venue.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.