Setup and Cleanup List for Swim Meets

Last updated on November 11th, 2023 at 04:03 pm

This basic setup and cleanup list for swim meets can aid delegation by helping others know what to do. It also helps make sure nothing “slips through the cracks.” As local situations vary greatly, modify as needed to make it work for you. For more, see Swim Meet Equipment and Supplies Overview.

Swim Meet Setup List

Start End(s) of Pool (Maybe both ends at a 50m pool if using double-ended starts)

• Chairs for timers
• Touchpads
• Deck cable extended along the blocks and hooked up to starter device
• Back-up button(s) and pads plugged into deck cable. (Pad into “prime”)
• Tents, if used

Starter Corner(s) of Pool (Computer/Start Area)

• Table(s) for computer, timing system, and printer(s).
• Chairs for admin area workers.
• Chairs for officials, if used
• Charged starter device hooked up to deck cable and timing system console
• Meet office and misc. supplies (See Swim Meet Equipment and Supplies Checklist)
• Extension cord(s) and power strip(s) – Power to table and machines
• Tent, if outside
• Rope off the start area so people don’t walk through and interrupt the officials during the start. Allow enough space so the timing system operator can have a clear view of the finish if located behind officials.

Turn End of Pool

• Touchpads and back-up buttons plugged into deck cable. (Pad into “prime”) Deck cable plugged into the starter device.
• Chairs for timers, if needed.

Pool and Deck

• Lane lines with appropriate 15-meter marks
• Mark the 15-meter marks from each end of the pool on the deck.
  • Do it in a way that can’t be moved — like duck tape. Best if it can be seen from across the pool. (This helps officials make more accurate calls.)
• Backstroke flags (both ends)
• Blocks: numbered and stable?
• Pool temperature, chemical balance, and circulating system ok? (i.e. No currents that might interfere with competition, etc.)
• Is the water level ok?
• Post sign(s) at designated place(s) to post Heat Sheets and Results?
• Lap counters at turn-end, one per lane, if needed
• Mark area(s) for swimmers and/or spectators. Create clear aisles.

Safety

• Put up safety signs in locker rooms, around the facility, deck, and spectator areas
• Enough trash containers and bags?
• First-aid supplies and someone who knows how to use them? (Check with facility, will they be available during the meet? Or, provide own)
• No smoking signs, if outdoors
• Inclement weather plans, if outdoors
  • Make coaches, officials, and other key meet workers aware of plan in advance if possible

Volunteer Table Area

• Table(s)
• Chairs for area workers
• “Volunteer Check-in” signs posted

Concessions and/or Hospitality Area

• Set-up table(s) and chair(s)
• Help carry food and other items in (or out)
• Post “Concessions for Sale” signs around pool and spectator area(s)

Swim Meet Cleanup List

Undo all the above and do the following

• Pick-up garbage and lost and found items and put away
• Redistribute facility chairs around pool, if needed

Sharing Setup and Cleanup List via QR Code

By displaying this code on a device or paper, others can scan it and come directly to this post. If displayed high and large, it can be scanned by many from a reasonable distance. This allows people to read along during training. Thus, increasing retention and performance. If they bookmark the page, they can also refer to it later if needed.

What is a QR code?

A QR Code (quick response code) is a type of 2D bar code used to provide easy access to information through a smartphone or other device. The Host Great Meets QR codes contain information that when scanned, leads a person directly to a specific post.

How to Use a QR Code

Many smartphones and other devices have barcode and QR code scanning built-in. Simply open the camera or barcode scanning app and point it at the code. Make sure all four corners of the code are in view. Let it focus and soon a link should appear on the screen. Click on the link. It will bring the device directly to the post. For more detailed instructions, see https://www.wikihow.com/Scan-a-QR-Code

Why use a QR code to share this post?

Sharing helpful information helps others do a good job. Boost their performance by sharing information in a way they can reference later if needed. Even if they don’t need it later, sharing both verbally and visually increases retention. Using a QR code also allows for quick, easy, paperless, and touchless sharing. This method is especially useful on wet pool decks.

Downloadable Setup and Cleanup List Files

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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!