01 / Define the season
Get the operating picture on one page.
Record the target opening and closing dates, daily hours, expected high-traffic periods, and any planned programs or events. Include the number of pools and the main people involved in decisions. This becomes a shared starting point for staffing, maintenance, and budgeting.
Separate the work you already have covered from the work you need a partner to handle. If several vendors are involved, list each responsibility and the person accountable for it.
02 / Review coverage
Look beyond the standard weekly schedule.
Discuss weekends, holidays, lessons, camp sessions, and changes in attendance. Confirm how schedules are shared and who handles requests for additional coverage. Review staff credential requirements and orientation responsibilities with the appropriate facility professionals.
Agree on the communication process for absences and operational concerns before the pool opens. A written contact list is more useful than assuming everyone knows whom to call.
03 / Confirm the scope
Compare proposals using the same questions.
- Are staffing, supervision, and training responsibilities described?
- Who handles pool cleaning, testing, chemicals, and equipment concerns?
- Are opening and closing tasks included or separately arranged?
- How are extra services or schedule changes approved?
- What reporting and regular communication should you expect?
04 / Prepare the handoff
Close the gaps before the first swim.
Review access, storage, operating information, existing vendor contacts, and the facility’s emergency procedures with the responsible team. Confirm which outstanding items must be resolved before opening. Keep permits, inspections, and compliance decisions with the qualified people responsible for your facility.
This is an organizational planning guide, not an inspection or a substitute for location-specific operating requirements.
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