Timer Instructions: A Swim Meet Must

Last updated on November 11th, 2023 at 05:20 pm

Competitive swimmers come to meets to get times, experience, and have fun. Therefore, swim meet timers have a vital role. Most often timers are volunteers who come from different backgrounds. Many are parents of swimmers. Some meet hosts recruit timers from high school clubs or other service organizations. Athlete siblings or grandparents may also time. There is often at least one person timing for their first time at any given meet. Even if all are experienced, different meets might use different procedures.  It’s best to make sure everyone is on the same page from the start. Give your timers the information they need to do a good job. This includes clear instructions. Below are some ways to do it.

This post is the eighth in a series showcasing principles of recruiting and retaining volunteers which features 20+ Ways to Get Swim Meet Timers and Other Volunteers

Who Instructs the Timers?

At local meets, as Meet Referee, I often ask the Head Timer to do the Timer Training Meeting while the starter monitors the pool during warm-ups. At larger USA Swimming meets, often the Starter does the training.

Why Use a Timer Instructions List?

Why bother using a timer training meeting agenda, or list of things to cover? The benefits include:

  • Easier to remember important information. Running a timer training is not usually a regular activity for most people. As a result, all the items to cover in the meeting aren’t always on our minds. Additionally, many come to swim meets directly from work or other activities. It’s easier to switch to “swim meet mode” if there is a list to guide the meeting.
  • Promotes efficiency. Having a list of what to cover prevents rambling and helps people be more time-wise and efficient.
  • Enables delegation. Often, a few experienced people run swim meets helped by many less experienced volunteers. Preparing a timer training meeting agenda in advance enables others with less experience to step up and help out more. This is because the important information they’ll need to share is given to them, rather than them needing to come up with it themselves. It’s also easier for people to ask questions if they’ve been given some information upfront.

Sharing Timer Instructions 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.

Scanning this QR code quickly brings a device to this post

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.

Swim Meet Timer Instructions List

Modify as needed to meet local needs.

Check: Does every timer know how to work their stopwatch?

Ask in the timer meeting and/or when timers take their position at the blocks before the meet starts.

Instruct: This job matters

The position of timer is one of the most important  positions for the swimmer.  Please be attentive and careful in fulfilling your responsibilities.

HELP SWIMMERS GET TO RIGHT BLOCK

While a race is in the water: Call the “next up” athlete’s name and look around if you are not sure the right swimmer is there.

No swimmer? THUMBS DOWN OVER POOL

If the “next up” swimmer is not there by the long whistle, hold a “thumbs down” sign out over the. This lets the referee and starter know you’ve checked the area around you and the swimmer is not there. Then, step behind the block before the “Take Your Mark” Command is given and write “No Show” or “NS” on the timer sheet for that heat.

WATCH LIGHT

Watch for the light on the starter (not just the sound.) Start watch when light flashes.

GET REPLACEMENT watch if needed

Ask Head Timer for replacement watch if you don’t get the start.

FINISH NEAR POOL EDGE but NOT ON TOUCHPAD

Stand near pool edge at race finish, but not on the touchpad.

STOP BOTH watch and back-up button. RECORD TIME.

Press back-up button and stop the watch when any part of the swimmer touches the touchpad, end wall or front of block. If timing for last swimmer, you may need to remember the time and write it down after starting the watch for the next heat.

Missed Timed?

If time is missed, do NOT write down time on scoreboard.  Leave blank.

Soft Touch Box

Mark the “Soft Touch” box on the lane timer sheet if swimmer misses pad or appears to have a soft touch. This gives the computer operator a “heads up” to check the times closely.

STAY IN PLACE

Do not leave position unattended.

Flyover Starts

If flyover starts are used, encourage swimmers in the finishing heat to stay in the water until after the next heat starts.

Whistle Commands (FYI)

Short blasts mean “get ready” (Put on goggles, take off shoes, etc.) Long whistle means “Step up on the blocks” or step into the pool.  It essentially means, “Get to where you are going to start.” (For some athletes this may be the side of the pool.) BACKSTROKE ONLY:  2nd long whistle means place your feet. Next comes “Take your mark.” Then, the start signal. (or “Stand”)

Safety

  • No camera or cell-phone recording behind the blocks
  • USA Swimming meets: Minor Athlete Abuse Prevent Policy requirements.

Other

Other instruction might include:

  • Relay declaration card instructions
  • Instructions if timers need to switch ends

Downloadable Swim Meet Timer Instructions

Ideas for Training Relief, or Second-Shift, Timers

Sometimes timers work in shifts, or for just part of the swim meet. If those who replace the first shift timer(s) did not attend the timer training meeting, how will they receive instructions? Options  include:

  • Having the Head (Chief) Timer train new timers when they come on
  • Asking the first shift timer to train their replacement.
  • If each lane has more than one timer, ask the other person timing that lane to train the new timer
  • Or a combination of the above.

Downloadable Timer Clipboard Instructions

Taping printed instructions onto lane timer clipboards is another way to share information. Even if timers get great training before the meet, it’s still helpful to tape instructions to their clipboards. It reinforces the instructions and maybe the only instructions replacement timers get.

Sample Timer Clipboard Instructions for Long Course Meet with Double-ended Starts

Below are links to the Timer Clipboard Instructions from the 2016 Western Zone Age Group Championships. This large age group meet served athletes ages 8 to 14. The prelims sessions at this long course swim meet ran with starts at both ends, except for the 50-meter events. Here, all 50’s started at the east end of the pool and finished on the west. As a result, timers on the east end did not start watches for any 50-meter events. However, they were asked to stay in place for the 50’s to help swimmers get to the right heat and lane.  The east end 50-meter event timer sheets were printed on blue paper. This was to help cue the timers of their role change for these events.  Their clipboard instruction sheet also included separate instructions for the 50-meter events.  That is why there are different instructions for timers at each end of the pool.

2016 WZAG EAST End Timer Clipboard Instructions 2016 WZAG WEST End Timer Clipboard Instructions

Train the Head (Chief) Timer

The Head or Chief Timer starts two watches at the beginning of every heat. Then, this person watches the timers carefully and trades watches with lane timers whose watch didn’t start properly. Consider asking this person to make sure things are running well on the timing line throughout the meet.  The result is better trained and supported timers, more consistently correct times and an overall better meet experience for all.

What can a Head Timer do to help the timing line run well?

  • Provide replacement watches when needed. Of course, the Head Timer needs to continue starting two watches at the beginning of each heat and trade them with lane timers when their watches don’t start.
  • Watch timers and instruct when needed. Watch timers, not just to see if anyone needs a replacement watch, but also to see if each is performing as needed.  Is each stepping up to the edge of the pool at each finish?  Is each pressing the back-up button (also known as the “pickle”) at the finish of each race? If not, teaching them why each action is important to the swimmers may help encourage them to do so. The referee or administrative personnel may also ask the head timer to pass along information to timers as the meet progresses.
  • Check-in with timers throughout the meet. Do they have any questions? Consider asking them a couple of heats into the meet, or their shift.

Head (Chief) Timer Instructions

Modify as needed to fit local needs

Before the Meet

  • Get two working stopwatches.  You will use them throughout the meet. If needed, test the lane timer watches to ensure all work.
  • Make sure all lanes have the correct number of timers, watches, clipboards and pencils.
  • Make sure all lanes have the correct lane timing sheets on their clipboards.  (Check with the computer operator if sheets are missing.)
  • Help each timer understand the responsibilities of their position. Instruct them as requested or needed.
  • Find out if timers will need to switch ends during the meet.  Why would timers switch to the other end of the pool? For events which finish there instead.  Sometimes additional timers are recruited so original timers don’t move.  Check with Meet Director or Referee if unsure.

During the Meet

  • Start both watches the instant you see the light on the starter at the beginning of every event.  Watch the timers closely to see if any need a replacement watch. Quickly trade your running watch for their failed watch so they can get a time for the swimmer in their lane.
  • At the end of each heat, clear your watches and prepare to time the next heat.  You do not record the times on your watches unless you are timing in a specific lane for that heat.
  • Monitor lanes throughout meet. Make sure each continues to have the right number of timers.  If a timer needs to leave, let the announcer or meet director know so a replacement can be found.  Make sure the lane is properly covered if needed. (Preferably by someone else so you can continue to work as the Head (Chief) Timer)

After the Meet

  • Thank timers for their help. Collect lane timer clipboards and watches from each lane.  Return them to computer table (or as instructed.) 

Downloadable Head (Chief) Timer Instructions

Additional Help

For addition information about swim meet timers, see: Got Timers? 20+ Ways to Get Swim Meet Timers: Volunteer Recruiting and Retention

Are you the meet director or volunteer coordinator for the meet? This post on training swim meet volunteers gives more information on how to set-up training.

Summary

There are things meet leaders can do to help volunteer timers do better at swim meets. Giving instructions is a simple, but sometimes overlooked, action which can have great effect. Consider holding a timer training meeting before your next meet. Adding timer instructions on the lane clipboards and training relief, or second-shift, timers can also help. Swimmers are the beneficiaries of the resulting more correct times.


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!

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