Last updated on September 4th, 2023 at 10:41 am
Although athlete representatives are common on USA Swimming governing boards at all levels, they may not often be used to help plan and run swim meets. This is understandable as they are usually competing. However, five high school-age swimmers not competing in the meet proved indispensable while helping to plan and run a Western Zone Age Group Championship swim meet. This meet, for swimmers age 14 and under, served about 700 swimmers from 14 Western States. The swimmers competed on 17 different “all-star” teams from their Local Swim Committee (LSC). Based on our experience there, I would highly recommend using swim meet athlete reps where possible. Throughout the meet I often found myself wondering, “How do meets run without athlete reps?” They were a phenomenal source of help — and best of all — they felt it was a great experience too.
Contents for Athlete Reps Help Plan and Run Swim Meet
Benefits to the Meet Administration and Attendees
The adult meet planning committee welcomed youth members. We knew it would be very helpful to receive feedback from a swimmer’s perspective during the planning process, and it was. What we didn’t realize was how incredibly helpful they would be at the meet, and what a great leadership position it would be for them.
At the swim meet they:
Connected the Meet Host and Attending Teams
Each rep was a meet-host liaison to three or four teams. They were able to quickly distribute information from the meet host to the teams and vice versa. They also provided mature youth leadership and insights as they interfaced between the meet and team leadership.
Attended Pre-Session Briefings
Over the course of the four-day meet, the reps attended the pre-session briefings for timers, meet marshals, and officials. They went in groups of two or three and rotated attendance by session. This:
- Helped the reps gain an increased understanding and appreciation of what meet volunteers do and how they prepare
- Gave the meet workers and officials an introduction to the reps
- Provided the reps a chance to thank the meet workers and officials on behalf of the attending swimmers and the meet host
Help With Meet Operations
The athlete reps arrived the day before the meet started and helped with set-up. During the meet, they also helped to fill temporarily vacant positions, as needed. Additionally, they served where short-term staffing was necessary. For example: They helped to distribute team box meals that were delivered at lunch and dinner.
Supported the Competing Swimmers
- They promoted and supported the Athlete Gratitude Campaign. Its success was largely due to the example and encouragement from the athlete reps.
- They communicated easily with the competing swimmers and the swimmers were comfortable with them.
- A medical incident at the meet required the clearing out of four to five team tents in one section of the athlete village. The swimmers from these teams were kept out of the immediate area for about 30 minutes. I watched as adults crossed from the restricted area to the area where the swimmers waited. The adults were left alone as they passed through. But when two athlete reps crossed from the restricted area, the waiting swimmers flocked to them. The swimmers felt comfortable with the athlete reps. Fortunately, adult leadership had prepared the reps with information to share. They shared their report, helped to calm the swimmers, and then took those who wanted to, over to The Hub (a central gathering place for athletes) to make cards for the one receiving medical help.
Benefits To Athlete Reps
In Their Own Words
One rep submitted the following when asked for feedback after the meet. Two other reps concurred.
- “Being an athlete rep was such a great experience! Not only did it give me an opportunity to give back in an area I’m passionate about, but it taught me many leadership skills I will be able to use for the rest of my life. I felt our role as athlete reps was a huge success. We had the opportunity to build incredible relationships with athletes, coaches, officials, our mentors, and other members of the planning committee, and especially each other. I believe that we were a great help doing anything we needed to help the meet run smoothly. Whenever information needed to be shared with each team, each of us were able to let the teams we were assigned know. Each team was able to be informed in just a few minutes. We were also able to help the gratitude campaign really take hold and be a bigger part of the meet. If I ever had an opportunity like this again I would definitely take it. It was so much fun, and a really eye opening experience. I would recommend this experience to other high school athletes, but only if they were willing to work. Being an athlete rep was so much harder than I thought it would be, but it was absolutely worth it. Some of my favorite parts of being an athlete rep were getting to know the swimmers on my teams and lining up the walkouts. [NOTE: The athlete reps led each championship heat parade to the blocks — often holding the inflatable meet mascot Rocky at the front of the parade.] I would greatly encourage people who are considering using athlete reps in their meets to do so. It is such a good experience for the athlete reps, the athletes of the meet, and a great help to meet personnel.”
From a Parent’s Perspective
Feedback an athlete rep parent:
- “This was a good experience. [My child] was changed in a good way, as a result of this experience.”
- “There are lasting benefits that come from the kids introducing themselves to other people (especially other adults.) It changes how they see themselves and how others see them.” (Emphasis added)
- Feedback on why the athletes were so much more comfortable talking with the athlete reps as opposed to adult meet leadership: “There is a different trust level peer on peer. Other swimmers aren’t perceived as a threat. They are perceived as being there to help. The other adults representing meet leadership are either in uniform or likely visibly stressed. :)”
How the Program Was Set-Up
Additional information on the application process, why the position worked well, what might be needed to duplicate the idea successfully, logistics, tips from the athlete rep mentor, and drawbacks (additional cost to house and feed them, and volunteers to mentor and chaperone them) are found on pp 10-13 of the 2016 WZAG Championships Meet Summary Report
Files Given to Parents of Meet Athlete Reps
Meet leadership emailed the following files to the parents of meet athlete reps about six weeks before the meet. The Athlete Rep Medical Info Signature Form is the only form that needed returning after signing.
Frequently Asked Questions: Meet Athlete Reps
Detailed information list in FAQ format
Meet Host Athlete Rep Job Description
This information was given with the meet athlete rep application and again about 6 weeks prior to the meet.
Meet Plan: Athlete Rep Subsection
Information pertaining to the position of athlete rep from the comprehensive meet plan
Travel Policy & Athlete Rep Code of Conduct
A list of the policies that are agreed to when signing the Athlete Rep Medical Info & Signature Form (see below)
Medical Info & Signature Form
The only form that needed returning after signing. Includes signature agreement to policies outlined in Athlete Rep Code of Conduct & Travel Policies (see above)
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.
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