Swim Meet Forms and Reports List

Last updated on September 1st, 2023 at 05:44 pm

Not all meets will require or use all the forms and reports shown here. Some meets may use forms not included. But this basic list can help to provide a “Bird’s-Eye” view of possible needs. More importantly, it can also serve to guide a pre-meet discussion between the meet director and referee and/or administrative referee/official on who will provide what.

USA Swimming also has an excellent repository of meet forms in the Officials Documents and Forms section of their website.

Some admin personnel distribute and/or collect information electronically. Additionally, they may distribute some reports electronically either online or via an app.

Pre-Meet Forms and Reports Overview

Pre-meet forms and reports help to organize the swim meet and communicate information. Some also aid meet leaders in decision-making and meet preparations. They can also help identify problems so meet leaders can address these in advance.  For example, if the awards committee is to provide a participation award for every swimmer, they need an entry report showing how many swimmers have entered the meet. 

The Meet Referee and Meet Director need to review the projected meet timeline in advance to ensure the meet follows any applicable governing body regarding the length of the meet. They also need to know if the projected meet timeline fits within the available timeframe of the facility. Does the swim meet look like it will run very quickly?  There are things the referee can do to slow the pace of the meet so swimmers receive a bit more rest in between events.  On the other hand, if projected to run long, the meet referee may opt to speed up the pace of the meet.  If coaches, timers, and other meet workers (as needed) are aware of the parameters the Meet Referee and Meet Director are working with, they are usually more accepting and cooperative of meet procedures.

Pre-Meet Forms and Reports

• Sanction Application Form (if applicable, available from the governing body.) Only meets sanctioned by USA Swimming may add athlete times in their times database. USA Swimming sanctions meets via the Local Swim Committee (LSC) leadership.)
• Meet Announcement (a.k.a. Meet Information, Sanction Information) Created by the meet director (or designated other)
• Meet Entry Form (if applicable, available from the governing body. Some meet hosts create their own meet entry form. Many use software to submit meet entries instead of forms.)
• Entry List Report (generated after receipt of entries. Can send to the submitter to confirm receipt.)
  • Meet software often give a variety of options to create this report.
  • Depending on deck security, the Meet Director may need reports showing those authorized to be on deck. Related posts: Lanyard Badges for Swim Meet Identification and Using Wristbands for Event Identification
• Team Entry Report (generated after receipt of entries. Can show the total for the meet or individual teams. May give an individual team report to the submitter of team entries to confirm the amount they owe. The Meet Director will also need a report listing all teams and the total amount owed.)
• Psych Sheet (created by the entry clerk after entry receipt and any problems resolved.  The meet referee, and possibly the meet director, must review and approve this report before distribution.)
• Timeline (created by the entry clerk and given to the meet referee and meet director (others as approved by the referee.)  Called “Sessions Report” in Meet Manager. One must create meet session(s) in the software to generate a Session Report.)
  • Confirm session interval between heats with the referee. Also, confirm how and if this report may be distributed to others.
  • Seeded meets yield a more accurate timeline in Meet Manager software. If needed, one can undo the seeding after generating the report.
• Heat Sheet (Often generated at meet. If needed before, see information about heat sheets in At Meet Reports and Forms section below.)
• Meet Program (compiled by Meet Program Manager/Committee before the swim meet.)

Coach Packets

Each team, and truly unattached athletes (i.e. not affiliated with any attending team), should receive a “Coach Packet.”  Some meet directors put this pack of information into a manila envelope. They then give it to coaches upon arrival at the meet. However, one can distribute the packet information in other ways too. The packet includes reports and other info to help the coach and athletes have a good experience at the meet.  If needed, clarify up front who will prepare the coach packets. Also, know who will distribute them and when.

Coach packets could include the following. (If needed, see the information and links to the forms and reports above.)

• Entry list for team (may include alphabetical and by event if desired)
• Psych sheet or heat sheet (whichever is available in advance)
• Team Fee Report—marked paid or unpaid
• Scratch Request Forms
• Relay Declaration Forms (if applicable)
• Miscellaneous information as needed. Examples include: information from the referee or meet director, timing (or other volunteer) assignments, information about the facility (map, information from facility management, etc.), what to do in case of inclement weather or an emergency, information on hospitality (For example: Is there a place to go get it if?  Will someone bring it to them on deck?)

At Meet Forms and Reports

• Heat Sheet (shows heat and lane assignments for competition. Called “Meet Program” in Meet Manager.) One can create this report in a variety of formats. The 3 columns, continuous event format is the most compact version. Meet hosts usually post this version at the meet and give it to coaches and stroke and turn officials. The starter(s) and announcer(s) might find the 2-column, continuous event version useful. Why? Because it’s easy to see upcoming events and doesn’t cut off athlete names. Referees typically get the 1 column, 1 event per page version. Find out from the referee and administrative referee the number needed of each format. The Heat Sheet Counter can be a useful tool.)
• Results (Printed by administrative official and posted at the meet. Often also distributed digitally online or via an app.)
• Scratch Forms: Scratch Request Form and Scratch Record
• Computer Change Form
• Disqualification (DQ) Forms
  • Reporting Slips, Logs, Electronic DQ Form (Some meet hosts provide them. Other times, the referee brings them. Confirm who provides in advance.)
  • Admin DQ Record
• No Show Forms:  No Show Report and No Show Record
• Lap Counting Record (a.k.a. Split Recording Form or Sheet) (Used by Referee on distance events to count laps for each lane.  Usually brought to meet by Referee. Available in the Officials Documents and Forms section on the USA Swimming website.)
• Protest Form
• Relay Take-Off Slips (Usually available online at governing body websites.  Confirm who will provide.)
• Relay Declaration Form (Provided by meet host, most teams will enter relays electronically.  May need a relay declaration form at the meet depending on the entry stipulations in the Meet Announcement. Relay Declaration Forms including entry information can be printed from Meet Manager or another type of form may be used. Direct questions to the meet referee and/or local governing body.)
• Meet Evaluation Form 
• USA Swimming Report of Occurrence (USA-Swimming requirement. Used in the case of any accident or injury occurring at the meet.)

After Meet Forms and Reports

• Results (Various forms, including Meet Manager File Back-up (locked or unlocked), PDF, etc.  The referee and administrative referee/official must approve before release. Distribute as directed by the governing body.  If not posting online immediately, attending teams should each receive a copy of the results at the end of the meet.)
• Meet Financial Report and Any Other Reports Required by the Governing Body (Check with the governing body)

Downloadable Files: Swim Meet Forms and Reports List

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!