Last updated on July 13th, 2022 at 04:34 pm
Many swim meets no longer provide a paper swim meet program or heat sheet. This is because participants, coaches, spectators, and others often have access to meet reports in digital form via an app or online. Meet Mobile and Swimtopia are two providers of swim meet apps. Even when providing digital access to reports, usually a hard copy of the “heat sheet” is posted and given to coaches. This simplifies things for the meet admin. However, some swim meet hosts opt to provide a paper swim meet program for purchase. This option might provide a small fundraising opportunity. At large championship meets, parents may be more inclined to purchase souvenirs. So a nice souvenir swim meet program might sell well and generate some additional funds for the meet host.
Contents for Swim Meet Program
Types
A psych sheet, or heat sheet report are the simplest forms of swim meet programs. The psych sheet lists all entries for each event, usually listed from fastest to slowest. The heat sheet lists the heat and lane assignments for each entrant in each event. If the meet host is not providing this information digitally, parents and others may be willing to purchase the reports for a nominal fee. At championship or other memorable swim meets, the meet host might increase profits by adding more information to the swim meet program and marketing it as a souvenir.
Who Prepares It?
Simple Swim Meet Program
At small meets, the admin table may print or copy reports like the psych or heat sheets to sell. Where possible, try using a copy machine to make copies as this will likely cut costs and may save time too.
Souvenir Swim Meet Program
If the swim meet program will consist of more than a report or two, the meet director or a program manager or committee might prepare information outside of the meet reports. The meet reports will come from the meet database. As such, they are often prepared by admin or possibly the meet director if they have access to the meet database. The meet director, a meet program manager, or possibly a committee will prepare the rest of the swim meet program.
How Many to Print?
When trying to determine the total number of programs needed, first determine who will need one:
- Selling programs at the meet? One rule of thumb is to print 1 program for every 10 entries in a two-day meet, another is to print one-third of the total number of swimmers.
- Including in coach packets? How many coaches or teams are attending?
- If only printing heat sheets, will the deck officials use them? How many will be there? What about the administrative official(s) and timing console operator(s)?
- Will any other meet workers need one?
- If preparing a souvenir program, do you want to give any to key personnel or volunteers?
Printing a few extra programs may be better than running out. Senior meets often require fewer programs than age group meets. Another factor to consider when printing programs to sell is whether or not meet-related apps will be running at the meet. If so, anticipate lower meet program sales.
Where to Sell?
The swim meet program price and selling location need to be determined in advance with the meet director. The concession stand is a popular sales location option as a cash box with change is already located there. Others provide a second cash box and sell meet programs in a separate location. Be sure to let people know it is available and where they can get it.
How Much to Charge?
When determining price, consider the type of meet you are hosting and the type of value you are providing. Will people want or need the information provided? Also consider your costs. You do not want to lose money. One team included the cost of the heat sheets in their per-entry surcharge and gave each participant a heat sheet. Obviously, a smaller, simpler program will cost less. A larger program with valued or useful information will cost more. Also, consider what your local market will bear.
Advertising
Consider approaching local restaurants, on-deck merchants, and others who might be willing to pay to put a coupon or advertising in the meet program. This can be another way to generate additional funds for the meet host.
What Might One Include in a Souvenir Swim Meet Program?
The suggested order for the final program is: cover page, introductory pages, event, heat, or psych sheet pages interspersed with advertising pages.
Information that could be included in the program:
- Cover Page. Include basic meet information like the name of the meet, date(s), location, swim meet sponsors(s), etc.
- Meet Timeline. (Must receive approval from the meet referee to print this and must note whether the timeline is an “estimate only” or whether it is an assurance that events will not start before the times listed.)
- Key Leaders. The names of people in key positions (i.e. the meet director, meet referee, facilities manager, head marshal, etc.) The names of deck officials (starters, stroke & turn judges, head timers, etc.) and administrative personnel (Clerk of Course, timing equipment operators, recorders, scorers, etc.) An acknowledgment of the committee chairs and members who have been instrumental in meet preparation (i.e. entries, program, hospitality, facilities/safety, concessions, etc.)
- Articles about unique aspects of the meet or surrounding community.
- Special notes (i.e. Notes on parking regulations, the press area, etc.)
- The name and address of the person responsible for lost and found and where it is located
- Sponsor and donor advertisements or acknowledgments
- Notification of available concessions and/or fundraisers (silent auction, meal(s) for purchase, etc.)
- A pool and facility map noting the location of the Clerk of Course, first aid, posting places(s) of heat sheets and results, etc.
- A list of participating teams with the appropriate abbreviations and the number of swimmers entered
- The order of events
- Event records (i.e. meet, regional, or age group)
- Applicable qualifying times or standards
- A welcome letter from the facility management and/or information about the facility (Could include day pass fees or other information useful to meet spectators)
- Foul weather plan–especially if held at an outdoor pool.
Idea: Sell highlighters at the same place meet programs are sold.
Souvenir Swim Meet Program Example
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!