Last updated on June 12th, 2023 at 04:45 pm
Just like an announcement for other events, the swim meet announcement tells people about the meet. The meet host creates it before the meet and shares it with those who might attend. Other names for a meet announcement might include:
- Meet Information
- Sanction Information
- Meet Invitation
- Meet Flyer, etc.
Contents for Swim Meet Announcement: How to Prepare
- Follow Governing Body Rules
- Carefully Prepare The Swim Meet Announcement
- Get Input
- Sample Swim Meet Announcements
- What to Include in a Swim Meet Announcement
- Sanction Number (USA Swimming)
- The Type of Swim Meet
- Meet Sponsor(s)
- Date, Time, and Location
- Description of Facility
- Description of Timing System
- Meet Leadership, Officials and Contact Information
- Entry Information
- Swim Meet Event List
- Scoring and Awards
- Information for Swimmers with Disabilities
- Scratch Procedure
- Mandated Information
- Results Distribution
- Any Other Information
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A Good Meet Announcement Lays a Foundation
A well-constructed meet announcement helps lay the foundation for a great swim meet. Not all governing organizations require a formal meet announcement, but some do. Even if not required, it’s wise to prepare and share one. Why? Because it answers a lot of questions and helps others to prepare for the meet experience. Additionally, it helps the meet director to plan and prepare for the swim meet. Lastly, if well written, it helps to get people, “on the same page.” Unfortunately, it can also cause a lot of problems if it’s not written well.
How to Create a Swim Meet Announcement (Quick Overview)
- If you want times to “count,” find and follow the governing organization’s rules.
Some governing bodies, like USA Swimming, have requirements for the meet announcement.
- Gather information
Start with the location, date, and time. Additionally, you’ll need the name and contact information of the meet director and key officials. Also, add how one enters and the events offered. What other information will people need to know? Find out the answers. Then, put them into the draft.
- Get input
Once you’ve prepared a draft show it to others. Then, ask for their input. Who? The host team head coach, meet referee, meet director, facility contact, and possibly other meet or host team leadership.
- Finalize
Incorporate feedback and finalize the draft. It’s good to include information to help meet goers. But, only include what you know you can deliver. You might consider including the link to a meet webpage and note that additional information will be posted there.
- Get approval
Before releasing, get the final approval from the referee, the governing body (if needed), and anyone else, as needed.
Follow Governing Body Rules
If the governing body requires a swim meet announcement then prepare it as designated. They may have a sample meet announcement or template on their website to follow. Below is a checklist prepared by USA Swimming to help those preparing announcements for sanctioned swim meets. (Note: This USA Swimming Basic Sanctioned Meet Checklist was shared in May 2023. Before using, be aware of any subsequent rule changes or additions and adapt accordingly.)
Carefully Prepare The Swim Meet Announcement
Time spent carefully preparing a good meet announcement is an investment. This is because it sets up the framework for the swim meet. Although it takes time to verify feasibility, most changes are much easier — and cheaper — to make in the planning stage. Time spent early on in careful planning can mean fewer headaches later. Carefully think through everything included in the announcement. Then, don’t include anything you aren’t sure can be done. Once approved, the meet director, referee, and others must follow it.
Another way to get people additional information beyond what’s included in the meet announcement is to include a link for a meet webpage in the announcement. This way, more information, like parking restrictions, hotel details, and more can be shared later. Knowledge is empowering. In this case, it helps many to work together and reach a common goal. What goal? A great swim meet for all.
Get Input
Have the meet referee, meet host, facility manager, and other key leadership review and approve the meet announcement before sending it to the governing body for approval (if needed) or releasing it publicly.
Sample Swim Meet Announcements
Links to sample meet announcements. (NOTE: Before using, be aware of any subsequent rule changes or additions and adapt accordingly.)
USA Swimming Sanctioned Swim Meets
(A) Sample swim meet announcement for a USA Swimming-sanctioned meet in easy-to-edit Microsoft Word format. Courtesy of Utah Swimming.
(B) Sample swim meet announcement from the 2016 Western Zone Age Group Championship Meet. This USA Swimming-sanctioned event was a large, regional championship meet held for swimmers age 14 and under on LSC “All-Star” type teams. It includes several innovative ideas integrated at this meet.
High School Swim Meets
Sample swim meet announcement for a multi-team high school meet in easy-to-edit Microsoft Word format.
What to Include in a Swim Meet Announcement
A meet announcement might include:
Sanction Number (USA Swimming)
USA Swimming requires the Local Swim Committee (LSC) to sanction or approve, the meet announcement before distribution. Once approved, they give a number that must be included. Also, the rules require that the number be included on certain reports and in the results.
NOTE: For easy, consistent insertion put the sanction number in the report header of the meet management software.
Governance Tip: The LSC website may have more information on their sanctioning procedures.
Governance Tip: See rule book for current rules and regulations of sanctions and approvals.
The Type of Swim Meet
What type of meet will it be? Options might include:
- Intrasquad
- Dual or Tri-team
- Invitational
- Open
- Championship
- Time Trials, etc.
Governance Tip: The governing body website or rule book may have more information on the meet types offered by that organization.
Meet Sponsor(s)
If applicable. Check first with the sponsors before publishing. This is because some have specific requirements about how their name is used.
Date, Time, and Location
Put the date and starting time(s) for warm-up and competition. Also, include the name and address of the facility. Additionally, a facility phone number may be useful.
Facility Tip: Before sharing a facility phone number, check first to see which number they want to list. Some may specify that the number is only for emergency use on the day of the meet. If so, include that in the announcement.
Description of Facility
Include the number of lanes, length of the course, type of lane lines, starting blocks, etc.
Description of Timing System
List the type of timing system used.
Meet Leadership, Officials and Contact Information
Share the name, email address, and telephone number of the meet director, key officials, and the person receiving meet entries.
Entry Information
How does one enter the meet? Clear entry information is very important for swim meets. As part of a complete description of the entry process, include:
Entry Deadline
- Allow time to fully process the entries
- Governance Tip: The governing body may need to check athlete registration. If so, this should happen after the receipt of all entries and before the meet actually starts. Keep this in mind when setting the entry deadline.
Entry Fees
- For both individual and relay events (if applicable)
Surcharge
- If the meet and/or facility has a surcharge
Meet Qualifying Times and/or Specifications
- Meet time standards or qualifying times needed for entry. These can be listed as “must be faster than” or “must be slower than.”
- Are converted times allowed?
Entry Limits
- Governance Tip: See the rule book for current entry limit rules and regulations.
Entry Form
- Most teams enter the meet electronically using team management software. But, some athletes may use an individual entry form. As a result, you’ll want to include either an individual entry form or a link to one. The governing body may have an entry form you can use. Check the website or ask. Another form of meet entry is the USA Swimming Online Meet Entry System.
Swim Meet Event List
The meet event list gives the events offered at the meet. It also gives the order of those events and the event numbers. When planning any swim meet, consider the demands made on swimmers, coaches, officials, and meet workers. Because long, tiresome meets, with too many events and/or entries, wear out people, try to avoid them. Coaches can be a valuable resource in this phase of planning. A previously successful meet event schedule and common sense are also good guides.
Governance Tip: Also, see the rule book for current rules and regulations on events and meet length.
Scoring and Awards
Explain the scoring system used and also awards (if applicable)
Governance Tip: Also, see the rule book for rules and regulations on scoring and awards.
Information for Swimmers with Disabilities
Any special instructions or invitations for swimmers with disabilities? If so, include them here. Some governing bodies require the swimmer or coach to let the meet host know of any needed accommodations at the time of entry. If so, note it here.
Governance Tip: Additionally, the rule book may give information on swimmers with disabilities.
Scratch Procedure
A clear and specific description of scratch procedures and penalties.
Governance Tip: Also, see the rule book for any rules and regulations about scratches.
Mandated Information
Some governing bodies require specific information to be included.
Governance Tip: See the rule book for current rules and regulations about the required information to include in the meet announcement.
Results Distribution
How will results be distributed? Note it here. Often they are either emailed to those who sent entries or posted online. If posting, give the website address where people can find results.
Governance Tip: Also, see the rule book for current rules and regulations about results.
Any Other Information
What else might meet goers need or want to know? Consider including it in the meet announcement. The meet announcement is one of the few ways to widely share information before the meet. Another option is to post it on the meet host website. If posted online, note in the meet announcement that other info will be posted there. Other useful information might include:
- The meet host website address
- When and where volunteers may sign-up to work the meet. This includes the link to an online volunteer sign-up if you’ll be using one. Don’t know yet? Consider including the website where they can find a link later and the date it will be posted.
- Parking information or restrictions
- A map of the pool area or entrance
- USA Swimming Officials Qualifying Meet (OQM) information and how officials can apply for certification evaluation.
- List of area hotels and restaurants
- Spectator admission fees
- Heat sheet, or meet program, price
- Availability of concessions or other vendors
- Information about a meet host fundraiser (Meal or something else for sale by the meet host, silent auction, etc.)
- Daily weather/temperature averages
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!