Swim Meet Equipment and Supplies Overview

Last updated on June 23rd, 2022 at 07:14 pm

Equipment issues bring swim meets to a standstill. As a result, it’s important for the meet director to address these issues well before the day of the meet. Those running the meet use a variety of equipment and supplies to organize people and information, gather times, and then process and report results. Meet host resources vary greatly. Some have facilities which supply and manage the equipment. Others do it themselves. Therefore, it’s important for the meet director to find out the specifics of their local situation early.  This post shares sample lists and questions to kick-start the process.

Who Needs What Equipment and Supplies?

What do the people running the meet need? A sample list is below. Think about each area of the meet and the people working in it. What will they need to do their job? Ask the leader of each area. Make sure to ask the Administrative Referee/Official. Whether you receive or response or not, make a proposed list of meet equipment and supplies and share it with them.  Let them know this is what you plan to have available. Ask them to let you know:

1. If they need anything else, or
2. If anything on the list is not needed.

Request they respond by a given deadline. Set the deadline so you have enough time to get any needs, or work through an acceptable alternative with the person.

Swim Meet Equipment Checklist

Looking for a basic checklist of needed swim meet equipment and supplies? Click for a post including mobile-friendly, pdf, and WORD versions of the checklist.

People To Ask and Important Questions To Answer

People run swim meets. Because equipment is so essential to swim meets, it makes sense to have someone manage it.  Either the meet director, or someone else, can fill this role. Regardless of who it is, someone needs to find out ‘Who needs what?” S/he also needs to ask and get answers to these questions:

• What equipment and supplies are available?
• Is there enough to run the meet?
• Where are they located?
  • Can they continue to be stored there after the meet?
• Are they already at the meet site?
  • If not, who will bring and return them?
• Who knows how to work the equipment?
• When was the equipment last used?
• Who makes sure it is working, all needed parts are available and everything is communicating before the meet?
• What about trouble-shooting and problem-solving issues during the meet, who does that?
• Who makes sure all is clean, in good repair and stored properly after the meet?
• Who makes sure supplies are inventoried, any needs recorded and then replaced before the next meet?
• Where will supplies and equipment be stored in between meets?

Equipment Manager Instructions

Sometimes multiple people manage the equipment before, during, and after the meet. If so, shared written instructions are helpful to coordinate roles and clarify expectations. Click for mobile-friendly, pdf, and WORD swim meet equipment manager instructions.

Equipment Operators

It’s an unfortunate truth, that the best swim meet equipment, improperly used, isn’t much good to anyone. It’s only as good as the person operating it. Consequently, training is essential! Below are links to help.

Colorado Timing Console Instructions and Clinic

Course to Self-Teach Meet Manager 6.0 (Includes some timing console instruction)

Course to Teach Others Meet Manager 6.0 (Includes some timing console instruction)

Swim Meet Timer Instructions

Swim Meet Equipment Tips

Test in Advance

Once the meet date is known, or even if just thinking about hosting a meet, it’s time to start checking equipment. Locate it and make sure it is in good repair. Test any equipment not recently used well before the meet to confirm it is in good working order. Give yourself time to get any parts that might be missing, or no longer work. Manufacturer’s websites often have online help or user guides available.

Where to test?

It’s often easiest to test the equipment where it is to prevent having to move it.  However, do what you have to do. Get permission, when needed. Many years ago, my husband and I spent a few late nights testing, trouble-shooting and problem-solving a semi-automatic timing system before a meet.  During this time, we had a rarely used timing console, starter, deck cable, back-up buttons and new meet laptop spread across our dining room table.

Common Challenges

Keep an eye out for the following common equipment challenges:

• Working touch pads
• Working cables
• Correct cords to connect equipment (examples: 9 pin, USB, etc.)
• Printing
• Communication between computer(s), timing console(s) and the scoreboard
  • It is vital to have the correct software and interfaces for each console, computer and printer used
  • Note if using Meet Manager software: The interface which runs the scoreboard is an additional purchase, separate from the original program

Are you aware of other potential problems? Please leave them in the comments section below to help others.

 

Replacing Inventory

Consider keeping a sheet with the supplies for users to mark when something runs low. Get the list after the meet and refill needed supplies before the next meet.

Purchasing

Some items are quick and easy to buy, others require sizable time and cost. Some organizations wisely require approval for large expenses, and sometimes this process takes time. Therefore, it’s important to plan wherever possible and work substantial equipment purchases into the meet host annual budget. Some organizations have fundraisers to get the money to buy meet equipment. Others seek partnerships, sponsors or donations.

Set-up and Clean-up

Often, meet hosts recruit volunteer parents, swimmers, or others to help set-up and clean-up a meet. Organizing the process not only saves time, but it can also save money if it helps to make sure equipment is properly cleaned, maintained, and stored well. The post Setup and Cleanup List for Swim Meets has mobile-friendly, pdf, and WORD versions of the list. Before distribution, consider adding what your people need to do to take care of your equipment during the set-up and clean-up process. (For example: Wipe down touchpads before storing.)

Summary

Unfortunately, those managing swim meet equipment and supplies are often the unsung heroes of the meet. They are seldom acknowledged when things go well, but are the center of attention when it doesn’t. Fortunately, there are many ways to prevent and minimize problems that arise at swim meets. Planning, preparing and getting knowledgeable help greatly improve the swim meet experience for all.

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