Swim Meet Admin Overview

Last updated on October 27th, 2023 at 06:17 pm

What happens in administrative areas, admin for short, at different swim meets can vary greatly. The size and scope of the meet, the experience of the people running it, and available equipment and manpower will all influence how it runs. The good news is, there are many right ways to do it! As long as the meet runs according to governing body rules and regulations, variations in how it runs and who does what are okay. This post provides an overview of information and links related to swim meet administration. The intention is to share ideas to help people run swim meets. Some of these people are new to admin roles, others may be looking for new ideas. Got something that works better than what you see here? Please share! This post is not written to set a standard. Rather, it’s to share ideas that some have found useful in the hope of helping others.

Why Have Swim Meet Administrative Officials?

They help provide:

Fair and equitable competition that is run according to the rules.
Accurate processing of swim meet entries, seeding, and results

What Happens in Swim Meet Admin?

According to USA Swimming rules they (1) Receive, (2) Process, (3) Produce, and (4) Distribute Information, focusing on accurate, timely ENTRIES, SEEDING, and RESULTS

When Does Swim Meet Admin Happen?

Before, during, and after the swim meet.

Who Does Swim Meet Admin Tasks?

USA Swimming requires either a certified Administrative Referee and/or Administrative Official at each of their sanctioned meets. Volunteer runners, clerks, and others may also help. Some meet hosts use a coach or team admin to do many of the pre-meet administrative tasks. The size and scope of the meet as well as the experience level of those involved may affect the number of people involved. See Who Does What to Run Great Swim Meets and Swim Meet Worker Job List and Descriptions for detailed descriptions of various positions. Remember, in your location, they may use different titles and/or define the positions another way. Perhaps they will combine some jobs into one. The important thing is that all the vital tasks get done. Having a list helps one see what the various tasks are and then make choices according to available resources.

Volunteer Tip: Because of the nature of youth swim teams, turnover is inevitable. If using volunteers, it’s wise to always try to have someone “in training” at the meets your organization runs. What roles they fill and how this works in your area may look different than elsewhere. But often it might involve using a willing parent as a clerk who files paperwork or fills another admin role under the supervision of an experienced mentor.

Where is the Swim Meet Admin Area Located?

It varies depending on pool and equipment configuration. Sometimes timing equipment is hard-wired into the pool deck. This sets the location. Other times, timing system cables are external and more flexible in placement. If using a timing console, the operator needs to see the finishes and be able to communicate with the referee. Often, a swim meet admin area is located poolside, near the starter and referee. However, it can also be located in a quieter area or room off-deck. Sometimes there may be more than one swim meet admin area. It’s key that wherever located, someone on the admin team has quick and easy communication with the referee. Many larger meets use radios to accomplish this.

Tips on How to do Swim Meet Admin

Because different people may perform various admin tasks and roles at different meets or locations, the material here is organized by task, rather than position. If using, be sure to clarify who will do what, and by when to eliminate gaps in coverage at your meets. Checklists can aid in clear and effective delegation. The clinic materials may help some review what they’ve already learned or provide a “tweakable” base for a clinic you teach.

Overview: Checklists, Clinics, and Reference

The following information covers many admin tasks. Some were created and shared as part of a clinic to train new admin officials and/or admin referees. Others are reference materials containing information that could be helpful to swim meet admin. Because some pre-meet admin tasks are done by the host team or meet director, the list includes links to meet prep checklists too.

Governance Tip: As with any online resource, be sure to update to current rules and regulations if needed.

Links to Host Great Meets Posts

Basic Swim Meet Admin Checklist
Swim Meet Forms and Reports List
Swim Meet Admin Area Information (Information shared with those working in the admin area at one championship meet)

High School Swim Meet Host Checklist

Files

Entries

Help for Teams Submitting Swim Meet Entries

Basic Team Manager Set-up Guide

Help for Meet Hosts Receiving Swim Meet Entries

Seeding

Swim Meet Admin Tools: Heat Sheet Counter
See governing body rules

Results

Colorado Timing System Tip Sheet (Tips to run a Colorado Timing System during a swim meet)
Swim Meet Timing Adjustments Helpful Tips (Tips to make timing adjuments during a swim meet)
Swim Meet Protest: One Way to Handle
Swim Meet Awards: How to Do Them?

Equipment, Supplies, and Software

See posts in the Equipment, Supplies, and Software section of this website.

USA Swimming Resources

Title Image Credit: “Laptop Trackpad” by New Technik is licensed under CC BY-SA 2.0.

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!