Swimming Pool: Get One For a Swim Meet

Last updated on January 2nd, 2024 at 11:16 am

It goes without saying that a swim meet requires a pool. But a meet director needs to answer questions beyond, “Do you have one for the meet?”  Answers vary greatly from meet to meet and facility to facility. Knowing what to ask, and what to look out for, can help a meet director go forward with confidence, even if new to the role.

Schedule the Pool Early

Before finalizing a swim meet date check to see if the pool is available.  If so, and the host is serious about running the meet, secure the venue. Many facilities book several months in advance, or more. Early scheduling helps assure pool availability. If someone other than the meet director made the arrangements, once put in place, the meet director should contact the facility representative as soon as possible. Why? To confirm scheduling, the details of the arrangement, and open direct communication between the facility and the meet director.

Contracts and Agreements

Some facilities have a contract to sign, others make less formal agreements. It’s best to get all agreements, even informal, in writing. A confirmed email exchange can work well to document informal agreements.  Here’s one way: Send an email listing your understanding of the agreement details.  Be specific.  Then, ask for confirmation. You may need to exchange several emails before reaching a final agreement.  If so, don’t be discouraged.  Instead, be glad you got clarity before the meet!

Be as specific as possible in the contract or agreement. Request all needed parts of the facility, equipment and staff.  Discussing details of facility use with the pool supervisor helps reduce future problems. Assume nothing, confirm everything.

Governance Note: See rule book for current rules and regulations about facility standards. Make sure it is clear in the contract, or agreement, that the facility must meet required governing body rules and regulations.

Seek Win-Win

It’s in the meet host’s best interest to have a good working relationship with the facility.  Although this is not always possible, it is definitely a goal worth keeping. Let it influence decisions, and the way you work with facility staff. Some situations are challenging.  Remember, negotiation requires give and take.  Work towards a “win/win” agreement which both parties feel good about.  The internet has many articles detailing how to create win/win agreements.

Clearly Define “The Venue” and Times

The instructions were straightforward:  “Schedule the pool.”  But what exactly does that mean? A detailed, clear and understood agreement between the facility and meet host helps prevent future stress and problems. Clearly define both the times and facility areas the meet host is scheduling. Some ideas are below.  You’re welcome to leave others in the comments section after the post.

Meet Goer Areas

• Locker rooms: Will swimmers have access to locker rooms? Who else can use them during the meet? Are the locker rooms monitored by facility staff? Can the meet host post signs in the locker rooms? (For example: No Cell Phone Use)
  • Safety Tip: USA Swimming has a model locker room policy for clubs. It focuses on team practice times but can also be adapted for meets.
• Concessions or other fundraiser area(s): Will the meet host be selling concessions or doing other fundraisers? If so, you’ll need a place to sell, and possibly store things.
• Swimmer rest area: Depending on the venue, some teams and families bring their own tents and chairs for outdoor use. Where can they set-up? Are there any restrictions? What about inside the building, are there places where swimmers, and their families, can or cannot “camp?”
• Staging or seeding area: If the meet will be parading championship swimmers to the blocks, or deck seeding swimmers (a.k.a. running a bullpen) secure a place for them to gather.
• Vendor area: Is there an area where vendors can set-up? Are there any restrictions or extra fees? Can they use facility electricity? What about tables, chairs, etc.?
• Press area: Very large, and/or prestigious meets may need an area for the press.

Meet Administration Areas

• Scoring or administrative area: Depending on the meet, the needs of this area can vary a lot. Consult with the Meet Referee and/or Administrative Referee/Official if you have questions.
• Officials briefing area: Some meets don’t need a special room for an officials briefing, others do.  If possible, see if there quiet place where officials can meet before each session. Many also appreciate a place to store personal belongings while working.
• Volunteer area: Swim meets primarily run on volunteer labor. As a result, having an area to receive, and organize, them is helpful.
• Kitchen or hospitality area: Space and equipment needs in this area are three-fold: (1) Hospitality people need a place to work, (2) Food needs to be safely and securely stored, and (3) Coaches and officials need a place to eat and relax.
• Awards area: Those preparing awards need a place to label, sort, and possibly store awards in between sessions. If presenting awards at the swim meet, consider where, when and how to do it.

Parking and Entrance

• Parking: Where should meet goers park? What about bus parking and/or routing? Can there be reserved parking for key meet people? If so, is there a preferred way to handle it? Is overnight parking allowed?  If so, when, where,  and for how long?
• Entrance: Is there a separate, or preferred entrance to the pool for meet goers? What about deliveries? (For example: Hospitality may have large deliveries throughout the meet.) What about those bringing things for the pre-meet set-up and removing them after the meet?

Time and Exclusivity

• Warm-ups: Swim meets commonly offer athletes a warm-up time before each session. Some meets, particularly those which involve travel, offer warm-ups before the first day of the meet too. Will there be a place for swimmer warm-up/cool down during the meet? How many lanes will be available? Can the number of expected swimmers safely warm-up in the time and space provided?  If not, can more time or lanes be secured?
• Starting time(s): What time will various parts of the facility be available? (It may vary for different areas.) When can set-up begin?
• Ending time(s): Meet ending times are hard to predict before receiving entries. What time should the pool be clear? What time does meet clean-up need to end? How flexible are ending time(s)? Is there a hard and fast time when the meet must close? What if the meet goes over?  How will it be handled?
• Preview:  Will there be a time, or times, before the meet when planners, safety people and/or officials can do a walk-through of the facility? Can it be done with the facility contact person?
• Exclusivity: Will meet attendees be the only ones using the venue during the meet? This is not mandatory, but does affect planning, so clarify up front.

Equipment

Listed below is commonly used equipment. Is it available for meet use? Do the meet host and facility management need to negotiate use details? What if there are equipment problems at the meet, how should they be handled? Who is responsible to troubleshoot and fix?

For Pool and Meet Administration

• Starting blocks
• Lane Lines
• Backstroke flags
• Electronic timing system: When will it be set-up and ready for testing/use?  Who should fix it if there are problems? Is there a specific contact person for equipment? What is the best way to reach this person during the meet?
• Platform to raise timing console, operator(s) and others (as needed)
• Scoreboard
• Pace clock(s)
• Copier: Swim meets generate a lot of paperwork. Some facilities let the meet host use their copier, others do not. If so, get the details. Can meet workers and/or officials use it, or do they give the masters to facility staff to copy? What is the charge? Should facility or meet host paper be used? etc.
• Tables and chairs
  • Note:  Narrow-width tables allow more usable deck space and are especially nice on smaller decks.
• Electricity: Can circuits handle meet administrative needs? Can spectators and/or teams use electrical outlets? (For example:  If swim-camping outdoors, some bring electrical heating or cooling devices.)

Other

• Sound system: Does it work in all the areas where meet goers will be? (Not that it has to, but it helps planners to know.)
• Bleachers
• Flag: If there will be a National Anthem
• Tents: Outdoor pools:  Will there be tents to cover the admin table(s), timers, coaches, and/or others? If so, who provides them?
• Fencing or rope to close off deck area: If needed, who sets this up? If it is the meet host, are there guidelines or restrictions to follow?
• Wifi: Is it available? Can it handle the needs of the meet administration and spectators? Is there a password? Can it be shared?
• Radio Frequencies: Sometimes meet officials use FRS, or other, radios. Will this interfere with facility operations?  If so, can frequencies be coordinated in advance?

The Swim Meet Equipment List helps with planning.  Modify as needed.

Staff

Will the facility staff help with the meet? Common examples of facility staff used at meets include lifeguards, housekeeping, parking lot attendants, security, etc. Coordinate instructions and information as needed.  Clarify “who does what” to prevent misunderstandings and problems later. One common problem at swim meets is under-stocked restrooms. Consider discussing this with the facility representative before the meet. Another issue to discuss is safety enforcement. Will it be done by volunteer meet marshals, lifeguards, facility security staff, another group or a combination?

The Swim Meet Setup/Cleanup list helps with planning.  Decide who will do what and modify as needed.

Restrictions

Does the facility have any restrictions on posting signs, banners, heat sheets and results? Any other restrictions or instructions?

Preparedness

Does the facility have a first aid room and supplies? Will there be someone to help injured meet goers if needed? Who should they contact if there is a problem? What about lightning or bad weather? Does the facility have an emergency action plan?  If so, what is it? If the pool deck is cleared where can people go? What criteria is required to resume the meet if suspended for a time?

Information

Does the facility have information to share?

• Meet Announcement: Some like parking and alternate pool entrance information included. What emergency contact number do they want to use? Some use the front desk number, others want calls to go to another facility contact person.
• Meet Program: Some prepare a welcome letter or include information about the facility, including the fee to use other parts (if applicable.)
• Announcements:  Do they want anything announced at the meet?
• Lost and Found: Does the facility or the meet host handle the “Lost and Found”?
• Map: Some facilities have maps of their facility. These are helpful for planning and to share with meet goers.
• Personal Belongings Left Between Sessions: If the meet has more than one session, can personal belongings (chairs, tents, etc.) be left in between sessions?

Be a Good Team Player: Mindful Meet Planning Can Help Facility

There are things the meet host can do to help facility staff and improve the meet experience.

• Reusable water bottles greatly reduce the amount of meet garbage, as does using a recycle box for paper in the admin area
• Enforcing athlete showers before they enter the pool greatly improves water quality.  It also substantially improves air quality at indoor facilities.
• Encourage people to pick up after themselves.
• Share facility information with teams and spectators repeatedly, and, “at the point of need.”
  • Example: Post signs to stop swim meet camping in restricted areas and have meet marshals enforce it.

Summary

You can’t have a swim meet without a swimming pool. Scheduling early, having a written contract or agreement, and discussing the details of the agreement well before the meet help prevent to future stress and problems. It’s in the best interest of the meet host to have, and if needed build, a good relationship with facility staff. Seek to make swim meets mutually beneficial through careful planning and consideration.

---

Preparing for a swim meet? Check out The Ultimate Swim Meet To-Do List. Then, get a bird’s eye view of Who does What at Swim Meets. Both include easy-to-follow links to related information. Doing a smaller, simpler meet? Host a High School or Developmental Swim Meet will help.

Need more help? See 20+ Ways to Get Swim Meet Timers and Officials: 20+ Ways to Get them for Swim Meets. 

Also, discover a few things you can do to Increase Safety at Swim Meets. Find ideas to implement before your meet as well as last-minute quick and easy tips!