Lanyard Badges for Swim Meet Identification

Last updated on June 9th, 2023 at 09:04 pm

Swim meet identification badges for coaches, officials, meet workers and others:

• Make it clear to meet marshals who should be on deck
• Help hospitality workers know who should be receiving meet hospitality

Additionally, identification badges for meet workers also:

• Help timers know their assigned lane
• Quickly let’s those working at the Volunteer Check-in Table know which positions do not have a “checked-in” worker

You can create badges for any meet worker position. However, they are especially helpful for timers and meet marshals. There are many ways to create badges.  This post looks at lanyard badges. Another post addresses the distribution and use of disposable paper (Tyvek) wristbands.

To Make Swim Meet ID Badges

TIME and MONEY SAVING TIP:  Think “reusable” when making badges.  Collect badges after each session and save for future use.

Supplies and Instructions

• Perforated business card paper  OR card stock
  • TIME-SAVING TIP: I very much prefer a perforated name badge or business card paper.  It is so easy to use!  Simply break cards apart along perforations after printing.  It is quick and easy, with no measuring or cutting required!
  • Here is an affiliate link to Amazon for perforated business card paper. It’s compatible with the templates below: Heavyweight White Blank Business Card Paper – 20 OR 100 Sheets / 200 OR 1000 Business Cards – 80lb Cover / 218 GSM – Inkjet & Laser Printer Compatible – Standard 3.5 x 2 Inches
• Put cards inside plastic cardholders OR laminate badges and hole-punch to attach to a lanyard. Below are a couple of affiliate links to Amazon.
  • Name badge holder with lanyards (30): Fushing 30Pcs Clear Plastic Horizontal Name Tags Badge ID Card Holders and 30Pcs Flat Neck Lanyards with Swivel Hook
  • Name badge holders only (50): AmazonBasics Clear Name ID Badge Holder – Horizontal or Vertical (Pack of 50)
• Lanyards
  • MONEY-SAVING TIP: See if a local business would donate plastic cardholders and/or lanyards to the meet host. An email to team parents may reveal someone who has potential contacts. Lanyards can be printed with a business name if desired.  Maybe a local business already has lanyards printed and/or plastic cardholders available and would donate some for meet use. (Examples of business-printed lanyards are in the photo above.)

Design Ideas for Badges

Font

Badges may be handwritten or computer generated. Use a clear, large font to print the position name on each badge.

Logo

Badges may include meet, team, or other logo

TIME-SAVING TIP: Rather than using a meet-specific logo, use a logo that will allow for reuse at future meets. Examples include:

• The meet host team
• The host team LSC or other governing bodies.
• The logo for the national governing body (if the meet is sanctioned by that body.)

MONEY-SAVING TIP: Perhaps a local business would be willing to make a donation to the team to get its logo on all of the meet worker badges. Be sure to specify how long the logo will stay on the badges. For example, will it be there one meet, one season, or one year? Consider linking the donation amount to the amount of time the logo stays on the badge.  The greater the donation, the longer the time.

Badge Templates

These are templates for computer-generated badges below. Each generates 10 badges per page. Badge size: 2″ x 3.5″

PREVENT STRESS TIP: Print a few extra plain badges (i.e. no position designated.) You can use these to create badges at the meet if needed. Simply write in the position with a felt tip or another pen.

Lane Timer Template (Generic)

Head Timer, Meet Marshal, Meet Worker Template (Generic)

Double-Ended Starts Lane Timer Template (with image)

NOTE: This template was used at a double-ended start long course meet (notice the “West End” and “East End” lane timer cards.)  Lane numbers were written in after cards were printed with a fat tip black marker. See the photo above.

Long Course Double-Ended Starts Tips

For long course, double-ended start meets:  Designate each end separately for the timers, and any other applicable positions. Why? Because there will be two separate reporting places.  For example, there will be timers at both ends of each lane. Therefore, you can help minimize confusion by putting the name of each end on the badge. For example, “West End Lane 1” There is a complete example in the above file: “Fancy Timer Badge Template_Double Ended Starts.”

Color-Code Ends: It’s helpful to BOTH print the end name (example:  East End, West End) on each timer badge and use a distinct color for each end. If printing on card stock, different colors of paper can be used for each end.  If using perforated business card paper different colors can be printed, or the end names can be marked with different color highlighters after printing.

Souvenir Option

• Souvenir lanyard idea:  Lanyards can be printed with the meet name or team name and given as souvenirs to officials, key meet workers, and others. (See example in the picture above.)
• Some larger meets get “Bag Tag” type identification badges that double as a souvenir “thank you” for their officials, key volunteer meet workers, and others.

Using Swim Meet ID Badges

Distribution Ideas

• Distribute at check-in.  Have a list of who should receive the badges and/or a place to write the name, team, contact information, and meet worker position (if applicable) of the person receiving the badge.
  • Places where check-in could occur:
    • Clerk of Course
    • Volunteer Check-in Table
    • Prior to the first officials briefing (for officials)
    • Prior to the timer meeting (for timers)
      • TIME-SAVING TIP:  Use someone other than the person conducting the timer meeting to check in timers when doing the check-in this way.
    • Wherever a meet worker checks in before working the meet
      • Some workers, like runners or admin help, may check in directly with the meet director or admin official
• If meet workers need to return their badge after the session, let them know how to do it  For example:
  • Instructions to timers: “At the end of the session, return your badge to the head timer.”
  • Instructions to others: “At the end of the session, return your badge at the Volunteer Check-in Table.”

Badge Collection Ideas

Give instructions for return during initial distribution (See examples above)

Have the head timer collect ID badges from timers before or just after the last heat finishes

Volunteer Check-in Table

It is highly recommended to use and mark a check-in list when distributing badges.

ID Badges are a physical reminder for those working at the Volunteer Check-in Table of the number of volunteers still needed to staff the meet, at least for the positions which receive badges. If a pre-meet volunteer sign-up was utilized, badges for those who have already signed up can be kept on one side of the table, and badges for positions that still need to be filled are kept on the other. Then, when someone comes volunteering to help, it’s easy to see which positions are open.

 Volunteer Recruiting Tip

Did you laugh at the thought of volunteers showing up at the table asking to help?  Invite them to come by giving the announcer several announcements to read during the meet warm-ups.  The announcements should let everyone know that the swimmers need their for the meet to happen.  Volunteer timers (or meet workers) are needed.  In the announcement, give the:

Time to report (When setting the time, remember to allow time for the people to get on deck, check-in, receive training (if applicable), and get into position)

The place to report (Example: Volunteer Check-in Table). It’s important to also include where the “report place” is located in “pool terms.” (For example, under the flag, by the diving boards, at the entrance to the spectator seating, in the lobby, etc.)

Maintenance

If reusing, wash lanyards periodically. (Remove badges. Putting lanyards together in a mesh laundry bag helps prevent time-wasting tangles.)

Credentialing Policy Example

Here is one example of a meet credentialing policy. It is from Utah Swimming, a state-wide LSC of USA Swimming.

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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!