COVID Times Swim Meet Tips

Last updated on February 2nd, 2024 at 11:28 am

This post offers specific guidance to officials, coaches, and meet directors about hosting swim meets in COVID Times. You’ll find links to more resources at the bottom. As a result of the COVID-19 pandemic, teams must follow laws, public health guidelines, and governing body restrictions as they consider hosting swim meets. Families will also determine when they feel safe attending them. USA Swimming released a Return to Competition Roadmap. In this plan, small, local swim meets play an important role. Another essential resource is their Facility Re-opening Messaging and Planning document.

Swim Meet Planning Starts with the Basics

When designing a swim meet, especially in COVID times, it’s vital to distinguish between needs and wants. Therefore, I recommend starting with the post, Swim Meet Must Haves: Needs Versus Wants. In addition to those swim meet basics, because of added health threats, also consider the following when designing your small swim meet in COVID times.

Special COVID-19 Considerations

In addition to the specific swim meet basics covered in the Swim Meet Must Haves: Needs Versus Wants post. Responsible swim meet hosts will seek to know and follow public health guidelines. The Center for Disease Control and the World Health Organization are two sources of help. Other ideas include:

• Asking those who have symptoms to remain home
• Mask wearing
• Social Distancing
• Taking the temperature of those entering the facility for the meet
• Encouraging regular hand-washing and other safety precautions
• Sanitizing stopwatches and chairs when timers rotate, or not rotating timers
• Dressing/changing/locker room provisions and cleaning

Swim Meets and Competition During COVID Times

USA Swimming has released information to assist referees who officiate swim meets during COVID times. It’s entitled, COVID Considerations for Meet Referees and is included in the post below. The information from this document is also useful information to meet directors, coaches, as well as other officials and meet workers. Additional links and Host Great Meets (HGM) tips have been inserted in the document information below to help you run a safe, great meet. The mobile-friendly formatting of the post also makes it easier to share this information with those who help at the meet.

** Return to competition will be governed by all federal, state, and local guidelines and restrictions. **

USA Swimming Sanction

• The information below and in the Small Swim Meets series could apply to either sanctioned or non-sanctioned swim meets for USA Swimming or other organizations.
  • HGM Tip: Be sure you’ll have insurance coverage before offering a non-sanctioned meet.

Referee and Host Authority

• The Meet Referee has the final authority over the conduct of sanctioned meets. Officials are not needed if the meet is non-sanctioned. However, they may participate and help provide educational value when requested.
• The host determines the purpose of the swim meet. Ideas might include: fun, getting back in the water, to achieve a baseline of recordable times, among others.
• Work cooperatively with site management and assist in maintaining capacity restrictions.

Pre-Meet Communication is Key

• The day before the swim meet, know which officials are coming. Check the Officials Tracking System (OTS) for current certification credentials. Alternatively, ask officials to send a Deck Pass screenshot.
• As the meet should be run without a briefing for officials, communicate positions and responsibilities electronically before the meet.
  • Officials should report directly to their assigned position 10 minutes before the session starts
  • Instruct officials to bring a mask and headset (if radios are available for use. May also request to bring headset and radio if possible.)
• Coaches Meeting: Conduct electronically before arrival or send pertinent information the day before.
  • Ask coaches to instruct swimmers not to ask for their times from the timers after their race.

Social Distancing and Safety Precautions in COVID Times

• Use the minimum number of officials the rules allow. For example, a Deck Referee and Starter who can also perform Stroke and Turn duties, Stroke and Turn Officials, and Administrative Official (AO). If it is necessary to use multiple Stroke and Turn Officials, position them with an appropriate distance between them. Decide on which side of the blocks all timers will stand so officials can be in position and still maintain safe distances.
  • Remember to communicate this to the meet director and timers.
  • Be aware of and comply with any cap on the number of people allowed on deck or in the venue.
• Use only one starter to keep the microphone sanitized. The Starter will also need to provide an accurate order of finish.
• If not on opposite sides of the pool, the Deck Referee and Starter stand 6 feet apart.
• Officials should bring minimal belongings. Forego clipboards. Also, use a personal water bottle only if needed. Allow officials to wear cinch bags or fanny packs to keep car keys, phones, and their identification close.
• On-deck Training: Any on-deck training of apprentice Stroke and Turn Officials can be done from one lane away to allow for appropriate social distancing.
• Be aware of and implement the latest information on staying safe in COVID times from the Center for Disease Control (CDC.)
• Have the meet host keep a record of all in attendance and provide hand sanitizer.

Timeline Adjustments

• Heats will move more slowly to allow swimmers and timers to appropriately rotate behind the blocks. Therefore, adjust the interval in Meet Manager, or other software, accordingly.
• Managing Heats:
  • Suggest swimmers in completed heat stay in the pool until after the next heat starts. (i.e. Use flyover starts. Be sure to allow the heat to finish before calling the next heat to the blocks. This allows for more spacing between the timers and the swimmers.)
  • The next heat waits behind the timer chairs.
  • Short whistles prompt timers to return to their chairs and the next heat to step behind the blocks.
  • Give the long whistle when the heat is ready.
  • The heat in the water exits in front of the timers after the start of the next heat.
    • Instruct swimmers not to ask the timers for their time.

Possible Admin Changes

• Seek to minimize shared touchpoints.
  • Do not use DQ slips. Instead, use radios for the Admin Official and Deck Referee to record disqualifications. Another option is to use the Host Great Meets Electronic DQ Report. It’s a DQ “slip” in Google Forms format.
    • The Deck Referee can record on one or two-column heat sheets and then turn them in later. Another suggestion is to use sheet protectors to minimize shared touchpoints.
• If there is no Administrative Official, the Referee will need to check the admin work periodically. Then, review it thoroughly at the end of the session.
• If there is no electronic timing system, hand enter the times into Meet Manager or other software. Remember to check the Order Of the Finish. (OOF)
  • How many events per page? May want to do just one per event.
  • Determine how OOF information will be requested and reported to admin when necessary.
• Use a Meet Manager DQ report to notify coaches of athlete disqualifications.
  • Meet Mobile might be another alternative if the results are published in a timely way.
• Realize that results might not be available right away.
  • TIP: If you know this will be the case, consider letting people know in pre-meet communications.
• Other available software includes Meet Maestro and Swimmingly.

Timers

• One per lane; watch and button preferred.
• Could officials and/or coaches be timers to keep the total number of individuals on deck to a minimum?
• Teach timers to always go to the left side of the block to maintain distancing.
• Only verify the swimmer’s name verbally. Do not approach.
• Timer Briefing: Send instructions to the Meet Director for electronic distribution.

Working with The Meet Director

• In addition to restrictions on overall numbers, consider how to manage appropriate social distancing for swimmers, coaches, officials, meet workers and any other groups that may attend.
• To help manage the flow of swimmers to and from blocks, consider using bullpen personnel with heat sheets.
• Please do the timer recruitment and briefing before the day of the meet.
• Try to minimize the number of heat sheets. Encourage parents to use Meet Mobile or other software if possible. You might also consider having no extra heat sheets.
• Will there be spectators? Will swimmers use locker rooms? If so, procedures must be clear and clearly communicated before the day of the meet.
  • HGM Tip: Also consider posting signs the day of the meet to help remind people of the correct procedures.

Links to Additional Information

Virtual Swim Meets

NFHS (National Federation of High Schools)

Free Online Course Available to All: COVID-19 for Coaches and Administrators

COVID-19 For Coaches and Administrators: This free online course is available to all and takes about 20 minutes to complete. You must log in to ‘order’ the course. It contains a “Resources” section with additional information and can be stopped and started again where you left off if you can’t complete it all at once.

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!