Last updated on February 10th, 2023 at 03:40 pm
The size and scope of swim meets vary greatly. They can range from a small intrasquad meet with a few swimmers to large championship meets. Of course, there will be differences because of the size and type of meet. However, here are six basic principles, tips that yield good results regardless of the number and level of swimmers attending.
Contents for Six Tips That Yield Great Swim Meets
Put the Swimmer First
Remember the “Why” of swim meets? Competitive swimmers need meets. That’s why we go to all the time and trouble to host them. In the midst of all the needed planning and preparations, it can be easy to forget to put the swimmers first. When making decisions and problem-solving remember to put the needs of the swimmers first and foremost, within the rules of course.
Compliance Tips: Know and Follow the Laws, Rules, and Regulations
In addition to abiding by local laws and facility requirements, the meet director also organizes an event that complies with the rules and regulations of the governing body. The meet director must know, understand, and correctly apply both technical rules and administrative regulations of the meet’s governing body. A current version of the rulebook should be readily available and used when planning and conducting the meet.
Tip: You’ll find the current USA Swimming rulebook at usaswimming.org/rulebook
Regional or state rules, regulations, policies and/or procedures should be available on the governing body website. If unable to locate the rules, the meet director can contact the league, region, or state chairperson and ask for help.
If the meet host is a club, team, or other swimming organization, there may be other policies or procedures from that organization to follow as well. Ask the coach, school administration, or other leader about policies or procedures that need to be followed. Also be aware there may be contractual obligations.
Lastly, be aware of all governing body safety guidelines and warm-up procedures. Consult with the facility or organization safety person as needed.
Plan Ahead and Follow-Through
Planning for a swim meet should begin well-before the actual meet date, especially if you’re new to the meet director role, the meet is large, or has other complicating factors. Meet dates are often selected and approved by a governing body anywhere from two weeks to a year or more in advance. Of course, the bigger the meet and the higher the stakes, the more valuable the advance planning. As soon as possible, prepare a checklist of all the tasks which must be performed prior to the meet. It’s helpful to include a tentative timeline when each action should or must be completed. Additionally, note which committee or individual is responsible for that action or area.
Items to include on the list vary from meet to meet. It’s easiest to start with a pre-made swim meet to-do list and tweak. However, you can also compile it from your own experience, governing body literature, and information on this website.
Get Good Help
This point can’t be emphasized enough. It can take A LOT of people to run a swim meet. Fortunately, there’s a who section of this website full of tips and ideas so you can get good help!
Communication Tips: Convey Important Information Clearly and On-Time
One key to hosting quality events is to convey important information in a clear and timely manner. Also, be sure to give it to all who need it. It’s often surprising just how much information needs to be conveyed at swim meets. When making an information plan, consider who needs what by when and how they’ll get it.
To Whom?
What groups of people need to receive information at or about a meet? Invited swimmers, coaches, officials, teams, volunteers, and parents of swimmers are several groups that come to mind. Additionally, you may be coordinating with someone at the facility, vendors, spectators, and other stakeholders.
What to Convey?
Those attending need to know what events will be offered and the entry procedure. They also need to know about parking restrictions, those who are and are not allowed on deck. At the meet many need to know the heat and lane of their swimmer or swimmers. Even if using an automatic timing system, there may be times when the computer operator needs to know the watch times for an event. Meet workers need to know when and where to report. Additionally, they will also need to know what they are supposed to do and where to get help if something unexpected happens. The facility management needs to know about how many will come. They will also need to know the approximate timeline of the meet, and any expectations of the meet host. The list goes on and on.
How?
Carefully consider what information needs to be conveyed to whom and by when. Then, identify the ways to convey it. Often a microphone provides default communication at swim meets. However, remember this. Using the microphone on the starter mechanism is one of the least effective ways of conveying information at a meet. A PA system is more effective. But consider other options as well. They might include pre-meet emails, a website, the Meet Announcement, meet programs, signs, training, and coach packets to name a few. Many of these, and other effective ways of conveying information, require planning ahead to fully utilize. Meets involve the gathering of people. Give those who come to and work at your swim meets a great experience. Convey important information clearly and on-time to all in need.
Evaluate
Before planning the meet, read the notes or after-action reports of previous meet directors or officials. These are a great source of tips, suggestions, specific needs, and possible areas of concern.
After the competition, meet personnel may have observations and suggestions for future meet improvements. Towards the end of the meet, the Meet Director can circulate and ask for feedback or provide a survey to collect this information. The Meet Director could also meet with committee chairs and other meet leaders. Discuss what went well and what they would do differently in the future. Then, save written notes and make the information available to future meet leaders.
Summary
Regardless of the size and scope of the swim meet or level of athletes competing, these six tips will help you host a great meet!
6 Tips for Hosting a Great Swim Meet
- Put the Swimmer First
Always think of the swimmer first when making decisions about the meet.
- Compliance: Know and Follow Laws, Rules, and Regulations
Get a current copy of your governing body rulebook and other applicable regulations. Use when planning the meet.
- Plan Ahead and Follow-Through
Start early and be thorough. These Swim Meet To-Do Lists can help!
- Get Good Help
It takes a lot of people to run a swim meet well. Make sure you get enough help and give them enough information and training so they can perform well.
- Convey Important Information Clearly and On-Time
Think of the many different groups of people who will need information about the swim meet. The list includes swimmers, coaches, officials, volunteers, parents of swimmers, facility management, and more. Who will need what information and by when? How will they get it? Creating an information plan helps ensure coverage of all the needed bases.
- Evaluate
Use information from previous meet hosts and officials early in the planning process to help avoid previous pitfalls and also keep good things going. Collect information as the meet progresses to pass on to the next meet director or key swim meet officials. This free swim meet survey is an easy way to do this.
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!