Referee Prep List for Swim Meets

Last updated on January 2nd, 2024 at 10:58 am

A swim meet referee has a lot of responsibilities resting upon his or her shoulders.  Referees make sure the meet runs according to the rules and regulations of the governing body.  However, it can be challenging to remember everything to check or do. Especially because many referees are volunteers with roles and commitments in addition to their swim meet responsibilities. They often go to meets straight from work.  It can be challenging to consistently, quickly, and fully switch the brain to “swim meet mode” without help.

I’ve found the following list invaluable to help me remember everything to do. This is especially true on the days when being a swim meet ref is just one of many things on my long “to-do” list. This list was developed as I read the rule book, considered the pools where I usually work, and asked myself “Who else needs to know this and how will they get the information?”

I check a Ref Prep List every time I referee a swim meet.  Cross off or write in items as needed to customize your list for each swim meet. The WORD version below enables easy customization.

Online Swim Meet Referee Prep List

Don’t want to print a list? Use this online version that includes the same information as the downloadable files.

Take to the Swim Meet

• Whistle
• Glasses
• Clipboard, Pen, or Pencil
• Rulebook
• Water bottle
• Check-in list for officials
• Meet Announcement
• Chair (if distance events and meet host doesn’t provide one)
• Marshal safety & MAAPP guidelines
• Distance Split Record
• DQ slips/log
• Relay Take-off slips
• No Show slips/log (if needed)
• Head Timer Instructions
• LSC applicable rules/regs and policies/procedures
• Outdoor
  • Sunglasses/Sunscreen
  • Hat/visor
  • Jacket/Rain Gear

Pre-Meet Emails

To Meet Director:

• Prepare the Course: See Check Course & Equipment section of the list
  • Also, note need for recall rope if hearing-impaired athlete(s) will compete
• Need to review Meet Announcement ASAP—definitely before it is sanctioned.
• USA-S Safety Guidelines check—any concerns?
• Pre-meet National Anthem or anything else?
• Send volunteer needs & schedule of when meet workers should meet with me(Meet Marshals, Head Timer, Officials)
• Are there online volunteer sign-ups? I need to approve what officials positions are available for open sign-up
• Send Sessions Report (timeline) ASAP after receiving entries

To Admin Official or Referee:

• Introduce yourself, glad to be part of the officials’ team with them
• Make aware of USA-S Admin Official resources
• Share preferences, ask for input

To Meet Entry Person:

• Check the meet database: entries per athlete, scoring, # of lanes, etc.
• Any unaccompanied or adaptive swimmers?
• Meet entry correction deadline? Instructions: Send entering teams copies of entries received and advise to review & notify of any problems prior to the deadline.
• Send Session Report (timeline) & psych sheet ASAP after processing entries. (If the timeline is close to the 4-hour limit, send both seeded & unseeded timeline.)

To Coaches?

• See Coach section below

Pre-Meet Review

• Will timers need to be moved? What about buttons?
• Can any heats be combined?
• What DQ notification process will be used?
• REPORTS: How tight is the timeline? (Seeded or unseeded?) Check Q-times, ages, etc. on the psych sheet

Check Course and Equipment

• Look around. Any safety concerns? Address.
• Lane lines & visible lane #’s ok? Correct # of lanes?)
• Are Blocks ok?   The diving board removed?
• Are backstroke flags ok?
• 15 M markers on lane lines?
• Are weather provisions in place? (Outdoor pool)
• Timing:  Power supply ok? Is battery backup available? Sufficient watches?
• Chair for officials? (if needed)
• Are lap counters available? (500’s and above)

MEET WITH:

• Coaches? See Coach section below
• Starter: See Starter section below
• Meet Marshals: Instruct and give MAAPP instructions. Meet before warm-ups start.
• Head Timer: Instruct and give MAAPP instructions. Ask to conduct timers meeting (when & where) Meet well before the timers meeting begins at a time that doesn’t conflict with the officials’ meeting.
• Computer Operator: Meet during warm-ups
  • Insert DQ codes into Meet Manager
  • Re-check heats after scratches—can we combine any heats?
• Timing System Operator: Meet during warm-ups
  • Know how to do a MANUAL START?
• Officials: See Officials section below

Information for COACHES

• Email the following information to coaches in advance or cover during the pre-meet coaches meeting
• Welcome & turn in scratches please! (By when)
• Ensure Dive Start Certification or in water start
  • Must be certified to use backstroke ledge
• Let them know you’ve looked over the facility if there anything they see that needs to be addressed, to let you know before the meet starts
• Meet protocol & procedures
  • Early end of warm-ups? (National Anthem?)
  • Fly-overs? (remind athletes)
  • Have kids report to timers 2-3 heats prior
  • Calling names?
  • Where will one-length events start?
  • Any combined heats?
  • Cover any variances from “normal” procedures
• DQ procedures
  • Slips?—yes or no
• Only 1 suit can be worn in competition
• Weather concerns
  • What is the procedure?
• Need to provide timers/Officials/other volunteers?
• Any other concerns to address?
• Mini-meet Note
  • Review common DQ’s w/ swimmers (ex. 2 hand touch)
  • Review whistle signals with swimmers so they know what to do

STARTER Meeting

• Meet with the Starter(s) before warm-ups begin
• Check equipment (volume, test start, blocks)
• Ensure pool is watched and safe during warm-ups
  • Remind swimmers to enter the pool from seated or 3-point entry position
  • Ask for swimmers without a coach to check with the ref before entering the water
• Open lanes ______________(lane #’s) for dive starts and coach-led pacing according to meet information at ____________(time)
• Close warm-ups ______ (#) minutes prior to meet start ____________ (time)
• Calling names? Y or N (How many times?)
• Please have heats ready to go by short whistles
• Swimmers that are late up on the blocks—how to handle
• False start procedure
• Note empty lanes on the heat sheet
• Take finish order
• Write start time of heat
• No pictures behind blocks
• Will the starter have a stroke and turn, relay take-off, or another assignment?
• MAAPP Information

OFFICIALS Meeting

• Check credentials
• Welcome & thanks
• Introductions
  • Any trainees?
• Pass around check-in list (Officials sign-in)
• MAAPP Information
• Hospitality (Is there any?  If so, how handled?)
• How to report DQ’s
  • How will swimmer be notified
  • Mark clearly on heat sheets
• Help swimmers get to the right lane
• Help swimmers in finishing heat remain in the water until after the next heat starts.  (If using flyover starts)
• Review jurisdiction
  • Stroke by stroke for session
  • Any combined heats?
  • Remember: 
    • “Ugly ain’t necessarily illegal” & “It is what it is”
    • Only call what you see.  Always call what you see.
  • Relays:
    • Watch feet leave platform then shift eyes to the wall. (Toes then touch)
    • Relay slips (0 = good X = bad) Mark ON swimmer#
• Set positions
  • Assign trainees
  • Finish order? (Side opposite referee)
  • Relays?
  • Far end finish order? (50-meter pool or 25-yard events)
• Rotation:  scheduled time & appoint “official” clock
  • Freestyle
    • Do we have to use freestyle to rotate?
    • Will counter sheets be used at turn end (To help keep counters on track)
    • Is help with the finish order needed on 50’s?
  • Backstroke (Positioning)
• As needed, remind “No pictures behind blocks”
• No cell phone use on-deck for officials. (Give emergency call protocol)
• Will shirts be distributed?
• Any distinctive dress session? (Hawaiian shirts, colored polos, etc.?)
• Is there a fee reimbursement procedure
• Are Time Trials offered? What is needed from officials?
• Questions?

Reminders

During the Meet

• Write the start time of the event on the referee event sheet
• Ensure someone records finish order
• Record DQ’s (including FS (False Start) & NS (No Show) on referee sheet.  Include who called & infraction)
• Before blowing long whistle ensure the course is clear and officials are ready
• Remember extra whistle for backstroke
• 3 questions to ask officials reporting DQ”
  • Position/Jurisdiction?
  • What was observed?
  • What rule applies?
• Watch for tape
• Watch for # and type of suit worn in competition

End of Meet

• Thank you’s
• Meet with trainees, answer questions
• Email Official’s Chair (or other) Referee Report (if needed)

Sharing Meet Referee Prep 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?

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 Files: Meet Referee Prep List

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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!