Swim Meet Workers: How Many Do You Need?

Last updated on February 6th, 2023 at 04:00 pm

The task seems easy enough, get your officials, grab a bunch of people to time and then run a swim meet, right? Wrong. Unfortunately, many underestimate the number of people it takes to not only run a meet, but also to run one safely and in a way that people would willingly help out again. (i.e. In a sustainable way for those who help.)  So, just how many officials and workers does it take to host and run a swim meet?  The answer depends on local circumstances and the type of meet being run. However, below is a guide to aid planning.

Who Decides The Number of Workers Needed?

Start with the Referee. Since the Referee is the head official, they have the first say on the number of needed swim meet workers and officials. Many won’t have much to say beyond the number of officials and possibly marshals. The Meet Director should also have say, as well the Volunteer Coordinator and Area Manager(s) (if used.)  For more on each of these roles, see Who Does What to Host Great Swim Meets? For a short description of each job, see Swim Meet Worker Job List and Descriptions.

The “Sweet Spot”

When determining the number of needed workers it’s easy to think “the more the merrier,” or, shoot too low. Either way, there are challenges. So it pays to invest time up front to carefully decide how many meet workers and officials your meet will actually need.

Too Few

Shooting too low and not getting enough swim meet workers and officials, means that those who do step up may carry a heavy load. If it’s too hard, or happens too often, those who once stepped up become less willing to do so again. This is dangerous because it impairs the ability of the host to run swim meets in the future.  It also decreases loyalty of parents to the team. Swimmers will continue to need meets whether it is sustainable for the meet host or not.  As a result, it pays off over time, to regularly get enough people to help. Doing so, can prevent burn-out among your key people. Who are your key people? The ones who are always willing to step up and help out.

Too Many

Is it really possible to have too many people helping out at a swim meet? It could be.  It’s important to value people’s time.  Make sure they have something meaningful to do.  Volunteers like to know they are contributing something useful. Many are very capable adults. Because the need for help at swim meets is so great and widely varied, there is no need to “find work” to keep a willing volunteer busy. If two are doing the work one could realistically do, just have one do it.  It is okay to thank a volunteer for their willingness to serve, let them know their help will likely be needed next time, then send them on their way.

Special Cases

Sometimes, there may be a special case where you purposely try to limit the number of extra people. For example, returning to competition after the lifting of COVID-19 quarantines. In this and other special cases, it’s important to follow all laws and safety guidelines first and foremost. Then, look for creative ways to help meet the needs of your athletes. The following meet plans for less than 50 people total are examples.

Summary

How many workers and officials does it take to run a swim meet? As long as you’re meeting the requirements of the governing body, there is no one right or wrong answer. It depends on local conditions, including pool configuration, the skill level of available help and other things.  The type of meet offered also greatly influences the decision. There  are disadvantages to having too few, or too many volunteer workers and officials. So, plan carefully and learn from experience. Below is a guide to help.

Downloadable Swim Meet Workers and Officials: How Many Needed? Files

Online Guide to Swim Meet Workers and Officials: How Many Needed?

A list of the minimum number of swim meet officials and workers needed to host and run a swim meet. Since each meet, host, and venue varies, the numbers needed will vary too. The Meet Referee, Meet Director, Administrative Referee/Official, and meet leaders follow all rules, then work together to determine the actual needs for their meet.

Numbers in parenthesis show desirable, but not essential positions (depending on meet specifics) and are not included in the bottom-line total.

Guide assumes 6 lanes of competition and single-end starts

PositionLarge Scored MeetDevelopmental
Multi-team Meet
High School Dual MeetShort, Simplest Form Meet
Timers (May need more if watches are only timing system.)12121212
Extra Timers for 1 length events (if offered—could also move timers & not have extras. Higher # needed if watches are only timing system)(12+)(12+)00
Head Timer1111
Timing Line Runner1110
Computer Runner1110
Clerk of Course, additional admin workers/officials, and/or bull-pen staff320(1)
Timing Equipment Operator (Not needed if only using watches)1111
Announcer1(1)(1)0
Administrative Official/Referee (Required at USA Swimming sanctioned meets)111(1)
Meet Referee1111
Deck Referee (may have more)1+(1)(1)0
Starter (may have more)1+1(1)1
Chief Judge (may have more)2+1+(1)0
Stroke & Turn Officials (more is much better)7+4+1+1+
Marshals (More is much better. Up number if no lifeguards. Some USA Swimming LSC’s have a minimum requirement.)4+3+1+1+
Concessions5+3+00
Volunteer Coordinator and Table Workers3+2(1)(1)
Set-up86use team(2)
Clean-up106use team(2)
Hospitality3+100
Hospitality Runner2+1+00
Heat Winner Prize Distributor1100
Pre-Meet* Business Solicitor(3*)(1*)00
Award Labeling and Sorting (last session needs most)320(1-2)
ESTIMATED MINIMUM NUMBER OF NEEDED VOLUNTEERS AT 6 LANE POOL (More is better if needed)72+ PER SESSION51+ PER SESSION20+ PER SESSION18+ PER SESSION
PositionLarge Scored MeetDevelopmental
Multi-team Meet
High School Dual MeetShort, Simplest Form Meet

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!

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