Key Times List: An Effective Swim Meet Tool

Last updated on December 11th, 2023 at 11:41 am

The Key Times List is a simple, but effective tool. It helps communicate vital information at a swim meet. Many are familiar with the swim meet “timeline” or Sessions Report generated from Meet Manager software. Among other things, this report lists the estimated start time of each event of the session. The Key Times List is different. It’s a quick reference for meet leaders, officials, coaches and others. It’s simply a list, usually no more than one page, of important times associated with the meet. Why use one? It:

1. Quickly gets a number of people “on the same page”
2. Benefits swimmers by getting important deadline information conveyed in a concise way
3. Makes it easier for officials to enforce deadlines
4. Helps meet leaders spot potential schedule or other conflicts
5. Enables the announcer to share pertinent list items over the loudspeaker

Preparing and sharing this list in advance empowers others to act when needed. This allows meet processes to go forward without the Meet Director, or another key leader, being several places at once. It’s also helpful for getting important information out in a way that can be easily referenced later.

What Does the Key Times List Include?

As a meet director, I’ve found it useful to include anything with a specific time on the Key Times List. Start with the following. Add other items as needed. Make the list simple or complex. Whatever it takes to fit your needs.

Deadlines From The Meet Announcement

This includes things like positive check-in, scratch, relay declaration and other deadlines.

Warm-up information

Are warm-up lanes assigned? If so, list assignments. Also consider sharing:

• Warm-ups start time
• The time dive start and push/pace lanes open, and
• When the pool will close for warm-ups. Be aware that the National Anthem, awards, or another meet specific event, might influence the close of warm-ups.

Pre-Meet Start Event or Breaks

Will the National Anthem play or be performed before a session starts? Will someone present awards before or during the meet? Any scheduled breaks? These would be good items to include on the list.

Meetings

Put the time and location of various meetings. Meetings might include a coaches meeting, officials briefing, timer, meet marshal or other meet worker trainings, etc.

Report Times

Is there a specific time when timers or officials need to report to their position on deck? It’s helpful to convey that information here.

Other

You may have other meet specific activities or information useful to include.

What Type of Meet Needs a Key Times List?

Obviously, the more complex the meet, the more the benefit of creating and distributing an Key Times List. However, even a small, simple meet can benefit from a meet director, or meet referee, preparing and using this list. This is true even they opt not to share it with anyone else. The list is a great pre-meet tool to get a “bird’s-eye view” and quickly spot potential conflicts. If the meet is complex, more than one version of the list might be warranted. A master list with everything on it is useful for the meet director and other key leaders.  While a simpler, more concise list might work better for coaches and others.

Who Creates the List? When?

Anyone can create an Key Times List for personal use and to help get an overview of important times. Meet leaders benefit from using this tool to help coordinate activities, avoid time or location conflicts and to share information. I’ve created and shared a Key Times List as both a meet director and referee of championship meets. Volunteer Coordinators have also found this list very useful.

Who Gets a Copy?

Think who might benefit by having a copy of the list. The answer varies depending on what’s included. Here are some who might benefit from having a copy.

• Meet Director and Meet Referee: These two key people both benefit from not only seeing the list in advance, but also giving input. Email is often a great way to communicate before the meet.
• Volunteer Coordinator: If used, this is another key person who greatly profits from not only advance viewing, but also the opportunity to give advice. A volunteer’s meet experience is greatly enhanced by attending a short, simple but effective training before the meet starts. As a result, it’s important to decide times, locations and who will do the training at each meeting. Advance coordination not only prevents scheduling conflicts, it also enables easier resolution.
• Coaches: Coaches directly represent swimmers. Therefore, swimmers benefit as well as coaches by the sharing of clear, concise information.
• Team Lead, and Possibly Other, Officials: Information empowers and enables people to act. Is there information on your Key Times List which officials need to know?  If so, share it.
• Announcer:  Consider sharing the list with the announcer and asking him/her to announce key deadlines, as well as meeting times and locations over the loudspeaker.

How to Distribute?

There are lots of ways to share information with a bit of planning.

• Email works great before the meet
• Post a Digital Copy on a meet, or meet host, website
• Meetings: Pass out hard copies at coaches, officials or other meetings
• Teams Box: Put a copy in each folder of a Teams Box
• Clerk of Course: Keep copies at the Clerk of Course table. Those who want one can get it.
• Coach, or Meet Worker, Packets: Some meet hosts give coaches, and certain meets workers like the announcer, a large manila envelope with meet pertinent information at the beginning of the first session.
• Passing Them Out On Deck: Some like the personal interaction of passing the list directly to coaches, and other key people, on the deck

Example

Here is an example of one type of Key Times List. It is fairly simple and straightforward.

Customizable Spreadsheet

Want to make your own customized Key Times List? Start from scratch or use this spreadsheet from which the above pdf files were generated. Notice the tabs at the bottom grant access to either worksheet within the same file. After creating your own custom list(s), its easy to export each worksheet as a pdf file if desired.

Title Image Credit: Image by cottonbro studio available on Pexels

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!