Who Does What To Run Great Swim Meets?

Usually appointed by the meet host, the meet director organizes and coordinates all meet activities.  Main responsibilities include:

1. 1.  Secure an appropriate facility
   2. Obtain a sanction
   3. Prepare and distribute the meet announcement
   4. Order awards (Unless using an awards manager or committee to do this)
   5. Organize committees
   6. Get enough workers to run the meet (Most often these are volunteers)
   7. Distribute final results

The director is the overseer of all activities and as such, should avoid direct involvement in any one committee or activity if possible. A thorough understanding of the governing rules, regulations and host policies is vital.  As is a commitment to adhere to them while planning, preparing and running the event.

Governance Note: See rule book for related rules and regulations. Some governing bodies require membership of the meet director.

Selecting a qualified Meet Referee is very important.  The Referee is responsible for the conduct of the meet. The Meet Director and Referee consult, as needed, throughout the planning process.  The Meet Director gives the Referee an opportunity to check and approve the Meet Announcement document before sending it to the governing body for approval. The Referee supervises all aspects of the meet, both “wet” (i.e. Deck related) and “dry” (i.e. Administrative related.)  More details are on the USA-Swimming website.

USA Swimming requires an Administrative Official/Referee at every meet. The Administrative Referee/Official oversees all the “Dry Side” functions.  This includes things like entries, scratches, seeding, determination and recording of official times and results. It may also include other duties assigned by the Referee.  The Administrative Referee/Official ensures adherence to the rules.  The rule book may have more information.  More details are on the USA-Swimming website.

Larger, well-staffed meets may use a Deck Referee. The Deck Referee receives assignments from the Meet Referee and usually has authority over all deck officials. These include the Starter, Chief Judges and Stroke/Turn Judges. The Deck Referee may disqualify a swimmer as designated by the rules.  The Deck Referee also signals the Starter before each race. At smaller or local meets, the Meet Referee often fills the Deck Referee role too.  More details are on the USA-Swimming website.

The Starter works under Referee direction and starts each race as designated in the rules.  The Starter may call false start disqualifications as designated in the rules.  The Referee may assign other responsibilities. More information is in the rule book and on the USA-Swimming website.

A Chief Judge, or team of Chief Judges, may assign and supervise all stroke, turn, place and take-off judges. The Chief Judge reports the decisions of those judges to the designated Referee. The Referee may assign other responsibilities. The USA-Swimming website has more on the role of Chief Judge.

This type of official may function as either a Stroke OR a Turn Judge, or a Stroke AND Turn Judge. The referee decides how these officials will work. The Stroke and/or Turn Judge reports swimmers violating the technical rules within his/her assigned jurisdiction. If an official observes a violation, s/he reports the possible infraction to the referee, or designee. The rules and the meet protocol(s) set up by the referee govern the procedure.

Officials may serve in other roles at swim meets including:

• Place Judge: One or two record the order of finish while positioned at the finish end of the pool.  Often the Referee or Starter fills this role. The rules direct how and when their recorded order of finish affects the official order of finish.
• Relay Take-Off Judge: These officials, judge if the swimmer is in contact with the platform, or deck, when the incoming swimmer touches the end of the pool. They report violations to the referee, or designee.
• Team Lead or “Chief” Position: Larger or championship meets may use “Team Lead” positions.  A Team Lead assigns and instructs a group of officials under Referee direction.  For example, Deck Referees and Starters may have one Team Lead and the Chief Judges, another. An Administrative Referee/Official performs the role of Team Lead for those working in the administrative area.

An Entry Clerk receives and processes entries.  A person who remains calm in difficult situations, pays attention to detail and has time to do the job thoroughly fits well here. In addition to receiving entries, the Entry Clerk may also receive entry fees. The Swim Meet To Do List outlines other tasks an Entry Clerk might do. The Administrative Referee/Official may also make assignments.

Governance Note:  Some governing bodies require the Administrative Referee/Official to supervise, or do, the meet entry process.  See rule book for current rules and regulations.

The Clerk of Course works in differing ways depending on the need.  Influencing factors include: The size and scope of the meet and the number of administrative officials.  Generally speaking, the Clerk of Course assists the Administrative Referee/Official.  S/he may prepare some of the pre-meet reports, as well as make available the scratch box, relay declaration, and other forms. The Administrative Referee/Official may also assign other tasks. At smaller events, the Clerk of Course may do Entry Clerk and/or Computer Operator tasks too.

The Timing Equipment Operator runs the timing console as directed by the Administrative Referee/Official. This person may also troubleshoot the timing system if needed.  User manuals for equipment are often available online, or by contacting the manufacturer.

This is a vital administrative role at swim meets.  This person receives and processes the times received according to the rules. Verification of reported times is a top priority task. There are many ways to fill this role. The Computer Operator runs the meet software, generates reports and processes results.  The person filling this role must have a thorough understanding of the timing rules and how to apply them.  Additionally, a Computer Operator needs a working knowledge and understanding of the software. The ability to troubleshoot computer and other related problems is very helpful. When it comes to time verification, accuracy is a must.  Speed is highly desirable.

Governance Note: Some governing bodies require the Time Verification Clerk/Computer Operator to also be a certified Administrative Official.

If possible, use care when selecting a Meet Announcer. Helpful traits include a clear pleasant voice and the ability to work well under pressure. S/he must time announcements around race starts. A knowledgeable swim parent with a pleasing radio voice might be a great announcer. Remind him or her of the need to remain impartial. Wondering where to station the announcer? The ideal place affords him/her a view of the pool (especially finishes), the scoreboard and is away from crowd noise.  If an ideal spot is not available, do the best you can. Some appreciate a small cooler with water where they are. Remind Hospitality to deliver to the announcer if s/he is away from the main group.

At most age group meets, it works best if the announcer states the facts. This includes the event, heat, and swimmer names. Unnecessary comments or announcements add to the confusion in this environment.

At championships, a talented well-informed announcer can add great excitement. Spectators and other meet goers often appreciate an announcer who, when introducing finals swimmers, provides background information. Commenting  about split times, potential records and other related items during the swim can also add a lot.

The Equipment Manager properly stores, maintains and repairs meet equipment.  Equipment issues bring meets to a standstill.  Therefore, it is important this person be on hand at the meet to help with equipment problems before, during, and the session. When needed, s/he also trains volunteers how to properly use and store the equipment.

Some governing bodies require Meet Marshals to train and certify before working a swim meet. Other Marshals receive training upon arrival at the venue.  Marshals work from the beginning of warm-ups through the end of each session. They actively watch warm-ups and maintain order and safety throughout the venue. Responsible people, able to stand up to others in a firm but respectful way, work well in this role. Distinctive attire helps others respect their authority. Before the meet, coordinate any overlap between the Marshal and facility staff roles.

Governance Note: See rule book for any related rules and regulations

A Volunteer Coordinator manages the recruiting, organizing and training of many meet volunteers. A large meet may need a committee to manage the volunteer meet worker needs.

The Volunteer Coordinator runs, or oversees, the volunteer check-in area at the meet.  S/he also lets volunteers know when and where to report, answers questions, ensures training and problem-solves. The Meet Worker Job Descriptions list and Meet Workers Roster can help answer questions and organize volunteers.  Online sign-ups are also very helpful for organizing volunteers before and at the meet.

No one person can successfully do everything needed to plan, prepare and run a swim meet.  Therefore, a wise Meet Director will delegate some responsibilities to area managers or committees.  Depending on the area, these people may work before, during and/or after the competition.  The Area Managers and committee members make sure their part works as needed. They report to the Meet Director. Learn more about the various meet areas by clicking a title below.

Governance Note: Some governing bodies require the meet host to turn in a financial report. Save receipts and report all income, including donations-in-kind, and expenses to the Meet Director.

The administrative area is one of the largest swim meet areas. It includes a lot of managing, directing, processing and information sharing tasks. These take place before, during and after the competition. Administrative work falls into two groups:

1. Work the officials direct, and
2. Work the meet director oversees.

The following each head up their corresponding administrative areas:

1. Administrative Referee/Official: Entries, registration, seeding, results, and the collection, verification and recording of times. They also do any other duties assigned by the Referee.
2. Meet Director: All other administrative tasks

Those who serve in this area include:

• Administrative Officials
• Computer and Equipment Operators
• Clerks
• Runners and others

The meet director or awards manager/committee chair may need to order awards before forming a committee.  At the meet, these folks organize, label, sort and distribute the awards.  If done, they may also help with an award presentation.  Preparing awards for correct and timely distribution takes time, planning, organization and attention to detail.

Tip: Remember to report any income or expenses to the Meet Director.  Save and turn in receipts, or copies.

If selling concessions, the concessions manager or committee plans, prepares and oversees the concessions stand. They also clean-up this area at the end.

Tip: Remember to report any income or expenses to the Meet Director.  Save and turn in receipts, or copies.

Seeking donations is one way to help the financial bottom line. This person or committee asks for donations from businesses and/or people well before the event.  Seeking sponsors is another option.

Tip: Remember to save receipts and report any income or expenses to the Meet Director. Also report the value of any in-kind donations received.

Governance Note: Be aware that some governing bodies have official sponsors. Therefore, clear potential sponsors with the governing body before finalizing an agreement.

The equipment manager or committee works with the facility, other sources (as needed) and the meet host to make sure needed equipment is present and operating when needed. They make sure all equipment is working, maintained and repaired when needed. If necessary, they also transport equipment to and from the venue.

Tip: Remember to report any income or expenses to the Meet Director.  Save and turn in receipts, or copies.

This manager or committee works closely with facility staff. Together, they help plan and prepare the facility for a safe, effective swim meet. Members of this committee may help prepare the venue and clean-up afterwards. They work with the facility to choose a lost and found area. They also make sure a supplied first-aid area is available. The Safety manager, or committee, and facility staff work closely to find and address any facility-related safety concerns. The Meet Referee and Meet Director may also bring up facility or safety issues for this manager, or committee, to address.

Depending on the nature of the fundraiser(s), the leader(s) may report to either the Meet Director or the meet host.  Either way, the Meet Director approves any fundraisers to make sure rules are not broken. The Meet Director must also approve all fundraiser plans.  Consider holding multiple fundraisers.  For example, a large, multi-day meet may have a silent auction, sell T-shirts and sell a dinner and/or breakfast to spectators.  If so, consider having a manager, or committee, for each activity. The fundraising volunteers plan, prepare, conduct and clean-up after fundraiser activities.

Tip: Remember to report any income or expenses to the Meet Director.  Save and turn in receipts, or copies.

The Hospitality Manager, or committee, and volunteers provide food and drink to coaches, officials and other workers during longer meets. As the Meet Director is ultimately responsible for the Hospitality budget, s/he may direct which groups receive it and how. It is best if the Meet and Hospitality Directors work closely together to come up with a plan which works for both. There are many ways to do Hospitality.  The number of workers, presence of on site cleaning and food preparation areas and budget all influence what to serve. It works best if the Meet and Hospitality Directors figure out the budget together before planning or purchasing anything. The manager, or committee chairperson, reports to the Meet Director.  If needed, work with the Volunteer Coordinator before the event to recruit help.

Tip: Remember to report any expenses to the Meet Director.  Save and turn in receipts, or copies.

Officials make sure to run the competition according to the rules. The meet’s governing body can supply a list of certified officials.  Contact officials well in advance and invite them to work the meet.  The rules dictate the smallest number of officials that must work. To produce valid results, certified officials must fill designated roles. For example, only someone certified as a meet referee can work in that role.

Other than the Meet Referee, officials typically serve in one of two areas at any given time.

• Deck Officials serve on the pool deck, or “The Wet Side” of officiating. The Referee and Starter get swimmers into the water. The Referee and Stroke and/or Turn Judges observe swimmers for rule violations. As designated by the Meet Referee, the Starter and Stroke and/or Turn Judges recommend disqualifications to the Referee based on observed actions.
• Administrative (Admin) Officials work what is sometimes called “The Dry Side” of officiating. These officials do administrative work before, during and after the meet. They work with entries, registration, seeding, results, and the collection, verification and recording of right times. They also produce reports and share information. Additionally, the Meet Referee may assign other duties. Administrative people do their work at tables on the side of, or away from, the pool deck.

Governance Tip: See rule book for current rules about officials, roles and meet requirements

The publicity manager/committee provides publicity. Both traditional and social media are great publicity options. Consider harnessing the publicity power of meet goers by using a meet hashtag.

Tip: Remember to report any income or expenses to the Meet Director.  Save and turn in receipts, or copies.

A safety manager, or committee, work closely with facility staff, Meet Director and Referee to give a safe meet experience for all who attend.

Tip:  Some governing bodies require a safety person.  This is a good person to include on this committee.

Large regional or championship meets may coordinate and share travel information with those who attend. Additionally, sometimes the host makes travel arrangements for key people. If this is the case, consider using a travel person or committee. If planned right, group and other hotel discounts can give free rooms for key people. This can positively affect the meet financial bottom line. Some cities, states or regions have an Office of Tourism to help those over travel. Working directly with local hotels is also an option.

Tip: Remember to report any income or expenses to the Meet Director.  Save and turn in receipts, or copies.

Swim meets need meet workers. Most, and sometimes all, are volunteers.  The bigger the meet, the more volunteers needed.  Some swim meet worker jobs need specifically skilled or certified people.  It is best to commit those qualified to fill these spots well before the meet. Other jobs do not require people with a specific skill set. Those trained at the meet fill these spots. Recruit them in advance, at the meet or a combination of both.

The Volunteer Coordinator, or committee, need to know in advance how many volunteers the Meet Director and Area Managers will need. They will need to work together to figure this out. The Swim Meet To Do List shows one way to do this.  Once the number of needed volunteers is known, the Volunteer Coordinator starts to recruit help. An online sign-up is a great tool. Once ready, share it with team parents and others attending the meet. (See the  series: Got Timers? 20+ Ways to Get Swim Meet Timers: Ideas on Volunteer Recruiting and Retention for effective ways to recruit volunteers both before and at the meet.)