Pre-Swim Meet Coaches Meeting Alternative

Last updated on March 13th, 2023 at 12:31 pm

Many swim meets have a coaches meeting before the meet starts. This is especially true at large or championship swim meets. Usually, the meet referee or meet director conducts the meeting. Sometimes others, like the administrative referee, also present information. Usually, a coach from each team is required to attend. Others, like officials, team captains, or a non-coach team representative, may also be invited. The purpose of the meeting is to convey important information relevant to this particular meet. It’s given in a uniform way where everyone has the chance to receive it. It also gives the coaches, and other attendees the chance to ask questions and get answers. It’s a great opportunity to get everyone on the same page and up the odds of providing a good experience for the swimmers.

Attendance low at meetings before “low-stakes” swim meets

But what about smaller meets? Wouldn’t every meet benefit from getting coaches, officials, and the meet host “on the same page?” Some meet referees opt to hold a coaches meeting before every meet they work.  However, finding a time when everyone can attend is challenging. This is true especially when the stakes are lower. At these meets, few are willing or able to travel for a separate meeting. So, some referees hold this meeting just before warm-ups start. After warm-ups start, coaches want and need, to be with their swimmers. As people often arrive at the venue at different times, if can be challenging to get a representative from every team to attend.

Timely pre-meet email is a viable alternative

For many meets, a pre-meet email can help equitably distribute important information to all attending teams and unattached athletes. The trick seems to be getting them out early enough. You want people to receive and read the information before the meet. But you don’t want to send it so early that the information is forgotten, or the email doesn’t include important information received. later. For example, it would be good for coaches and officials to know that the meet has a tight timeline because of the number of entries.

I like to send emails to the teams (and any others) entered into the meet after the meet entry deadline and about two to five days before the actual meet. Factors that might affect when it’s sent include:

• How much time there is between the entry deadline and the meet
• Whether there is information in the email that the coach may need to give to others, like parents
• The size and scope of the meet
• How much travel thee participants do to get there

Keep in mind

Here are a few things to keep in mind when preparing the email:

• Is this type of swim meet held regularly with these same people? For example, is it an intrasquad meet or a local league of teams that regularly hold similar meets together? If so, you may be ok including less information.
  •  Is there anything different at this meet they need to know? (For example, a tighter timeline, a higher need for volunteer meet workers than usual, etc.)
• When composing the email, assume there are people who are new to coaching, new to coaching in your area, or new to the meet you are hosting. The goal is to try and get everyone on the same page and to help them facilitate a good experience for their swimmers.
  • I like using bullet lists with certain words emphasized so more experienced coaches can glean information quickly, and those with less experience can read more to get the information they need.

Items to include

Meet Protocols

• Combined Heats: Might any heats be combined? How and when will coaches find out?
• DQ Reporting: How will DQ’s be reported? (Example: To swimmer or coach? By whom? When?)
• Warm-ups: What time will warm-ups close? This is especially if a closing time was not already included in the meet announcement. Example:  Will warm-ups shut down prior to the start of the meet for the playing of the National Anthem?  If so, what time?
• Especially useful if the meet is for beginning swimmers and has a tight timeline:
  • Will flyovers be used? Ask coaches to instruct their swimmers to stay in the water until the next heat is started.
  • Whistle commands. It’s helpful at novice meets to ask the coaches to review what the whistle commands for the start sequence with their swimmers. Some newer swimmers are unfamiliar with them. The review helps them not only helps them understand and respond promptly. It also can help calm nerves.
• Will the meet run a bullpen to gather swimmers prior to reporting to the blocks? For whom? Where is it located? How early should swimmers report?
• Start variations
  • Are there any 25-yard events? Will they start from the turn end of the pool?
  • Will the meet have any double-ended starts? (Long Course only) If so, are any instructions needed? (Note: They may have already been included in the meet announcement. But, it might not hurt to review them again.)
• Penalties: For example: “No show” penalties–although these are likely already mentioned in the meet announcement. Another option is to refer them to the meet announcement for more information.

Safety Considerations

• Any new or unique safety rules, protocols, or considerations meet goers need to be aware of?
• Will the locker rooms be shared with the public? This would be good for coaches and parents to know.
• Minor Athlete Abuse Prevention Policy (MAAPP) considerations
• If the meet is USA Swimming sanctioned and beginning swimmers will be there:
  • A reminder that swimmers starting from the blocks or side are required to be Racing Start Certified. If not, they will need to start in the water.

Meet Worker Needs

• If needed, ask for timer or officials from their team to work the meet

Facility Information

• Especially needed if not included in the meet announcement
• Parking instructions
• Is a spectator viewing area available? What about overflow? Any instructions for spectators? For example, no swim meet camping in the activity pool area.
• Unusual circumstances
  • For example, a large football game at an adjacent field may affect traffic or parking

Reminder to turn in scratches

Give scratch deadline(s) This is especially useful if the timeline is tight.

Examples of Pre-Swim Meet Emails:

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!