Water Polo Match Checklist

Organising a water polo match involves more than booking a pool and inviting teams. You need a confirmed competition schedule, referees, table team, first aid cover, team assignments, and clear rules before match day. The venue also needs checking: water depth, pool safety, goals, nets, caps, field markings, timing equipment, and score sheets. Use this checklist to work through registrations, catering, communication, shopping, and the final poolside setup in the right order.

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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
Set the competition schedule
2 people
Invite teams
Book referees
Confirm table team
Assign first aid provider
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Confirm team assignments
2 people
Share the competition rules
Order catering
Print the program
Print score sheets
Check team caps
2 people
Check sports equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Lay out permits
Check pool safety
2 people
Check water depth
2 people
Set up water polo goals
4 people
Attach goal nets
2 people
Place field markers
3 people
Set up the scoring table
2 people
Test scoreboard
2 people
Set up tables
3 people
Set up chairs
3 people
Set up competition table
2 people
Set up the catering table
3 people
Set up the reception desk
2 people
Put up route signs
2 people
Check team changing rooms
2 people
Prepare first aid supplies
Brief the referees
2 people
Brief table team
2 people

Event

Welcome the teams
3 people
Register attendance
2 people
Hand out team caps
2 people
Lead the warm-up
2 people
Welcome the audience
3 people
Serve coffee and tea
2 people
Make the opening announcement
Operate the starting whistle
Keep score
2 people
Record match statistics
Refill drinks
2 people
Serve snacks
2 people
Answer audience questions
2 people
Lead the rest break
2 people
Announce the final standings
Guiding teams to the changing rooms
2 people
Handle prize ceremony
2 people
Set up evening catering
3 people
Serve evening catering
4 people
Replenish beverage stock
2 people
See off the last visitors
2 people

Aftercare

Gather sports equipment
4 people
Take down the water polo goals
4 people
Remove field markings
3 people
Take down the score table
2 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the catering area
3 people
Clean the bleachers
3 people
Check changing rooms
2 people
Hand over the venue
2 people
Return stock
2 people
Return rental equipment
2 people
Publish the results
Send thank-you message

What to bring

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

Sports equipment

Water polo goalsqty 2
Goal netsqty 2
Water polo ballsqty 8
Blue team capsqty 15
White team capsqty 15
Goalkeeper caps redqty 2
Spare capsqty 4
Field markings
Line anchorsqty 12
Team whistlesqty 4
Referee whistlesqty 3
Stopwatchqty 3
Scoreboard
Spare batteriesqty 12

Furniture

Tablesqty 8
Chairsqty 50
Tableclothqty 8
Waste binsqty 6
Clothes racksqty 2

Equipment

Score table
Cash register
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Megaphone

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Ice packsqty 24

Cleaning

Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand brush and dustpanqty 2
Microfiber clothsqty 12
Hand soap dispensersqty 4
First aid kit

Catering

Groceries

Tips

Confirm the venue, competition schedule, referees, table team, and first aid provider before sending final invitations. Teams need accurate start times and clear information about where to park.
Process registrations before ordering catering, then collect dietary requirements from every team. This prevents late changes to snacks, drinks, plates, and serving arrangements.
Check both goals, goal nets, field markings, line anchors, balls, team caps, and spare caps several days before the match. Missing or damaged pool equipment is difficult to replace on the morning itself.
Print the programme and score sheets before opening the venue, and test the scoreboard, stopwatch, whistles, batteries, power strips, and extension cords. Keep spare batteries at the score table.
Open the venue early enough to check water depth and pool safety before teams arrive. Set out the score table, chairs, tables, waste bins, clothes racks, refreshments, permits, and payment equipment before the first match begins.

Frequently asked questions

How far in advance should I organise a water polo match?: Start at least 6 to 8 weeks ahead for a multi-team match. Reserve the venue, book referees and first aid cover, invite teams, and set the competition schedule before registrations close.
How many referees and table officials are needed for a water polo match?: Arrange the number required by your competition rules, then confirm every referee and table-team member at least 2 weeks before match day. Share the schedule and rules with them in advance.
When should I collect dietary requirements for water polo catering?: Ask for dietary requirements during registration and set a final deadline 7 to 10 days before the match. Order catering only after the registered numbers and requirements are confirmed.
How early should the venue open on water polo match day?: Open the venue at least 90 minutes before the first match. Use that time to check water depth and pool safety, install goals and markings, test timing and scoring equipment, and prepare refreshments.

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.